project assignment email template

Project management

7 useful email templates for project managers

"Project management is like juggling three balls: time, cost, and quality." ~ Geoff Reiss , Author and Project Management pioneer

As a project manager, you've got a lot on your plate. Streamlining your processes with the right tools and templates can potentially save you a lot of time. One effective way for project managers to speed up their daily workflows is to use email templates.

To help communicate important project information to your agency's team members and clients, here are seven great project management email templates for you to use!

Template 1 : Kick-off meeting invitation

A kick-off meeting is one of the first steps when launching a new project. These meetings are attended by all team members and clients involved with an agency's project and are typically hosted by the project manager.

During a kick-off meeting, project managers will discuss things like:

The project plan

Important milestones

The roles various team members are expected to fulfil

Hosting a kick-off meeting before fully getting underway ensures that all of your project team members understand their responsibilities and are aligned toward common objectives. It's also a great way to ensure buy-in from stakeholders.

Of course, if you want people to actually attend your kick-off meeting, you need to send them an invitation. Writing a professional email is typically the easiest way to do this. You can streamline this process even further by using email templates.

Kick-off meeting email sample

Subject line: "[Project name] Kick-Off Meeting"

Dear [project team member/client first name],

You are invited to attend a kick-off meeting for [project name] on [meeting date] at [meeting time].

The objective of this meeting is to kick off [project name] by introducing key stakeholders and project team members, reviewing project goals and milestones, and outlining the project plan.

Here is a brief agenda for the meeting:

Introduction of attendees

Project background

Project organizational structure

Discussion of project scope, time, and pricing goals

Thank you for joining us as we begin this exciting new chapter in our agency. We look forward to seeing you there!

Best regards,

[email signature]

Template 2 : Status update email

Keeping your team members and clients updated on a project's progress is an important part of making sure everyone is on track and their efforts are aligned. This makes it a good idea to provide updates anytime you reach a major project milestone or encounter a change to things such as the project's plan, timeline, or cost.

Sending out project status reports via email is an efficient way to keep everyone updated on any changes that are made to the project plan. Since status update emails are built around the specifics of the update you are providing, these templates typically require a little more customization than most.

Nevertheless, using a status report template is still an effective way to speed up the process of providing key updates to your clients and team members.

Status update email sample

Subject line: "[Project name] Status Update"

I’d like to take this opportunity to update you on the status of [project name]. We have made significant strides since our last project update, and I would like to share some of the key developments and milestones reached since then.

Project Summary

[Briefly summarize the project's purpose and objectives]

Project Progress

[Briefly summarize the progress made since the last project update, including completed tasks, deliverables, and milestones]

Key Accomplishments

[Briefly highlight significant achievements or milestones reached since the last project update]

[Briefly summarize the overall status of the project and offer recipients the opportunity to follow up with questions, feedback, or requests for additional information]

Template 3 : Change request email

There are plenty of instances where agency project managers are required to implement a change to the project at the request of the client. When navigating these change requests, it’s essential for project managers to communicate the details of the requested change to team members and stakeholders.

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Implementing a change request can easily disrupt a project's timeframe if the process is not handled correctly. To ensure that you are efficiently and effectively communicating these details to your team, here is a change request email template that you can use:

Change request email sample

Subject line: "[Project name] Change Request"

We have received a change request for [project name] submitted by [client name] on [date of change request]. Here are the pertinent details of this change request that I felt are important to highlight and clarify:

Change category: [Mention the category of the change request, such as scope, schedule, cost, or objectives]

Change Request Details

[description of the change requested]

[description of why the change is necessary or desirable]

[Impact of the change on project scope, costs, timeline, and other considerations]

Please feel free to reach out if you have any questions!

Template 4 : Request for resources email

If your project runs into obstacles that require additional resources to overcome, clearly communicating the need and justification for them is critical to getting what you need.

Resource requests can be requests for additional human resources, additional funding, additional tools/equipment, or a combination of all three. Depending on the exact resources that you are requesting, you can customize the email template below to make sure your project stakeholders understand the need for additional resources and are more willing to provide them.

Request for resources email sample

Subject line: "[Project name] Request for Resources"

Dear [client first name],

I hope this email finds you well. I am writing to request additional resources for our project, [project name]. As we progress toward critical milestones, it has become evident that we will require additional [category of the resource request, such as '"tools", "capital" or "human resources"] in order to ensure the project's successful completion within the established timeline.

I would greatly appreciate your assistance in securing the following resources:

Human Resources

[If applicable, discuss the type of additional human resources needed, including expertise and roles, desired skillsets and experience, and the estimated duration of work/number of new employees needed]

Equipment and Tools

[If applicable, discuss specific additional equipment and tools needed for the project's execution, including relevant technical specifications or compatibility requirements]

[If applicable, provide a breakdown of how much additional funding the project will require, including how the additional capital will be used and its impact on the project]

Justification and Impact

[Discuss why your request for additional resources is necessary, how you intend to utilize the resources requested, and the impact that these additional resources will have on the project's timeline and objectives]

Template 5 : Meeting follow-up email

Regular team and stakeholder meetings are vital elements of any project development process. Sometimes, however, a meeting doesn't always answer all the questions its attendees might have.

By following up with team members and clients a day or two after your last meeting, you can give them the opportunity to ask questions and voice concerns they might not have had the chance to bring up at the time.

A follow-up email is a great way to summarize the points covered in your previous project meeting. It will help reinforce the more salient points and keep them on the minds of your team members and clients.

Meeting follow-up email sample

Subject line: "[Project name] Meeting Follow-Up"

I appreciate your attendance at our last project meeting for [project name] on [date of meeting]. I wanted to take a moment to provide a summary of the matters discussed at that time, in addition to seeing if you had any additional questions or input that you would like to voice.

Meeting Summary

[Provide a bullet point summary of key points discussed in the meeting.]

If you have any questions about the matters discussed in this meeting or additional comments that you would like to add, feel free to reach out by contacting me via [your preferred contact information]. I would be happy to go over any questions or concerns that you might have.

Template 6 : Feedback collection email

Feedback from clients can be a valuable source of data and insights, ensuring that the project is optimized for their needs and expectations. It can also serve as a resource for helping your agency improve the outcome of your next project and beyond.

However, most clients and employees don't always give feedback freely; if you're going to make use of this valuable source of information you might have to work for it! 

Using a feedback collection email template such as the one below is an effective way to speed up the process of gathering insights from clients once a project has been delivered.

Feedback collection email sample

Subject line: "[Project name] Feedback Collection Request"

As [project name] nears its completion, I wanted to take this opportunity to reach out for your feedback and insights on the project's execution and outcomes. Your input is invaluable for helping us improve our processes and ensure the success of future projects for you and other clients.

I would greatly appreciate it if you would take a moment to complete a brief survey about your experience with [agency name] with your feedback on [project name]. Thank you in advance for your helpful information!

[Insert feedback survey]

If you have questions or additional comments that you would like to add, feel free to contact me at anytime.

Template 7 : Project closure email

You can think of a project closure email as a nice little bow to put on top of the package once your project is delivered to the client.

This email serves as a formal notice that the project has been completed and delivered, but it’s also an opportunity to thank clients for their business and end the project on a positive note.

A project closure email should include a:

Notice of the project's completion

Summary of the results

Sincere expression of appreciation for the client

Here is a project closure email template you can use:

Project closure email sample

Subject line: "[Project name] Closure Notice"

I am excited to announce the successful closure of our project, [project name]! It has been a pleasure working with you. I want to extend my heartfelt appreciation for your dedication, hard work, and support throughout this experience.

[Provide a brief summary of the project's scope, objectives, deliverables, and results.]

Key Achievements

[Highlight and celebrate the key achievements of the project and list project KPIs.]

Final Steps

[Outline final project closure activities such as final documentation and any follow-up activities that require the client's attention.]

Once again, thank you on behalf of myself and everyone at [agency name] for all that you've done to make this project successful! If you have any questions or additional feedback, feel free to contact me at [your preferred contact info].

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It is estimated that organizations lose an average of 11.4% of their investment in a project to poor project management. If you would like to improve the results of your agency's project management process, improving client communication is an important place to start. However, there's no denying that email management can be a time-consuming task.

By using and customizing the email templates we've provided in this article, you ensure that you are actively communicating with clients in a way that is time-efficient. With Teamwork.com, project managers are able to speak with team members and clients in real time from a centralized platform, while also leveraging a range of customizable templates and workflow automations to further boost efficiency.

See more of what Teamwork.com can do for your business now - get started now for free, view our comprehensive pricing plans , or book a demo today.

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TABLE OF CONTENTS

• Kick-off meeting invitation
• Status update email
• Change request email
• Request for resources email
• Meeting follow-up email
• Feedback collection email
• Project closure email

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Ben is a Senior Content Marketing Specialist at Teamwork.com. Having held content roles at agencies and SaaS companies for the past 8 years, Ben loves writing about the latest tech trends and work hacks in the agency space.

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Draft an Email When You Need to Assign a Task to a Colleague

In this blog post, we will look at the right way to draft an email assigning a task to someone at work. We will also explore some tips and best practices along with a sample email to ensure that you learn how to do this perfectly, every time.

Shiva Prabhakaran

Assigning someone a task at your workplace is an inevitable part of the modern office experience. That said, there is definitely a right and a wrong way to do this.

Tips to Remember

Instead of beating around the bush, after the pleasantries just get to the point and inform the person that you have assigned a task for him/her.

It is critical to share clear instructions on how to do the task and complete it satisfactorily. Lack of clear instructions will likely result in confusion and a sub-par output.

Share all the details about the task, the deadline, the task number, etc, and also keep the communication lines open so that the person can reach out for clarifications.

Best Practices

By assigning a task you are adding to someone’s workload, so the least you can do is be polite and kind when informing them.

Indicate the importance of the task, what is the consequence of finishing it and where it falls under the scope of the company or department, so the other person is informed.

Share adequate documentation but not so much that you overwhelm the other person and keep communication lines open in case you are needed for consultation.

Sample Email

Subject: Assigned: [Task Name]

Dear [Recipient’s Name],

Hope this email finds you well. I am writing this email to inform you about a task that has been assigned to you by me. The task number is [Task Number] and the deadline is [Deadline Date].

Here are the instructions to complete this task:

[Brief about Step 1]

[Brief about Step 2]

[Brief about Step 3]

If you need more information about the task, please refer to the documentation here [Linked to Documentation] and do not hesitate to contact me on [Your Email ID] if you have any other questions or clarifications.

Thank you for your assistance, it has been a great help. Your contributions have been critical to the functioning of the [Name of the Team or Company] and it is greatly appreciated.

[Your Name]

Now that you have learned how to assign a task to someone at work through best practices, and tips, it is time to actually send out that email. All the best!

Also, if you are interested in improving your productivity, do check out Routine . It is free to use and it will save you a ton of time.

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100+ Email Templates for Project Management

If you are a project manager , you know how important it is to communicate effectively with your team, clients, and stakeholders. You also know how time-consuming and tedious it can be to write emails for every project situation. That’s why we created this collection of 100+ email templates for project management .

These templates cover everything from project initiation, planning, execution, monitoring, and closure. They are designed to help you save time, avoid mistakes, and deliver clear and professional messages. Whether you need to announce a new project, request a status update, provide feedback, or apologize for a delay, you will find a template that suits your needs. Just copy and paste the template into your email client, customize it with your project details, and hit send. With these templates, you can streamline your communication process and focus on the tasks that matter most.

• [Email Template] Absence of Key Team Member
• [Email Template] Achieving Early Stage Deliverables
• [Email Template] Adjustment of Recruitment Plan for Project
• [Email Template] Alert for Project Documentation Update
• [Email Template] Announcement of Effective Risk Mitigation
• [Email Template] Announcement of Expert Advice on Project Tasks
• [Email Template] Announcement of New Sponsor
• [Email Template] Announcement of Unexpected Success
• [Email Template] Appreciation for Project Team’s Effort
• [Email Template] Appreciation for Third-party Contributions
• [Email Template] Appreciation of Client Support
• [Email Template] Best Practice Sharing within the Project Team
• [Email Template] Call for Project Audit
• [Email Template] Call for Project Quality Assurance
• [Email Template] Call for Risk Management Meeting
• [Email Template] Celebrating Project Milestone Completion
• [Email Template] Change in Project Cost
• [Email Template] Change in Project Regulations or Requirements
• [Email Template] Change in Project Schedule
• [Email Template] Change in Project Scope
• [Email Template] Changes in Business Strategy and its Impact
• [Email Template] Changes in Company Policy Impacting Project
• [Email Template] Changes in Key Project Staff
• [Email Template] Clarifying Project Objectives
• [Email Template] Client Feedback on Delivered Work
• [Email Template] Collaboration Request to Other Team
• [Email Template] Communication on Rework and Its Reasons
• [Email Template] Conducting of Regular Health Check of Project
• [Email Template] Disaster Recovery Plan for Project
• [Email Template] Discussing Future Roadmap Post Project
• [Email Template] Distribution of New Project Tools or Software
• [Email Template] Downtime Notification for Project Tools
• [Email Template] Emergency Project Meeting Request
• [Email Template] Error Correction Procedure in the Project
• [Email Template] Existing Process Obstructions and Their Impact
• [Email Template] Explaining Project Success Criteria
• [Email Template] Feasible Preventive Measures for Risks
• [Email Template] Final Project Documentation Delivery
• [Email Template] Health and Safety Update for Project Sites
• [Email Template] Holiday Schedule Impact on Project
• [Email Template] Impact of Current Market Trends on Project
• [Email Template] Impact of External Factors on Project
• [Email Template] Important Milestone Achieved
• [Email Template] Initiative to Improve Project Processes
• [Email Template] Insurance matters regarding the project
• [Email Template] Intimation of Maintenance Phase
• [Email Template] Introducing New Project Team Members
• [Email Template] Introduction to a New Project Methodology
• [Email Template] Invitation for Team Building Activities
• [Email Template] Invitation to a Mid-Project Review
• [Email Template] Invitation to New Training Session
• [Email Template] Invitation to Project Pre-Closure Meeting
• [Email Template] Invitation to Project Retrospective
• [Email Template] Invitation to Project Risk Workshop
• [Email Template] Invitation to Project Showcase
• [Email Template] Invite to Project Planning Meeting
• [Email Template] Invite to Review Meeting
• [Email Template] Issue Escalation Notice
• [Email Template] Issue Resolution Request
• [Email Template] Kick-off Meeting Minutes Share
• [Email Template] Lessons Learned from Project Failures
• [Email Template] Low Morale Alert within Project Team
• [Email Template] Monthly Project Status Update
• [Email Template] New Vendor Introduction
• [Email Template] Nightmare Scenarios in the Project and How to Tackle Them
• [Email Template] Positive Project Trends Announcement
• [Email Template] Postponement of Milestone
• [Email Template] Progress Update on Individual Tasks
• [Email Template] Project Closure Announcement
• [Email Template] Project Continuity Plan Implementation
• [Email Template] Project Cost Overrun Alert
• [Email Template] Project Follow-Up After Completion
• [Email Template] Project Handover to Client
• [Email Template] Project Kickstarter Meeting Invitation
• [Email Template] Project Launch Announcement
• [Email Template] Project Quality Test Results
• [Email Template] Project Risk Alert
• [Email Template] Project Scope Realignment
• [Email Template] Project Stakeholder Update
• [Email Template] Project Team Performance Review
• [Email Template] Project’s Performance against
• [Email Template] Proposal for More Efficient Techniques
• [Email Template] Remedial Action Plan Notification
• [Email Template] Reminder of Upcoming Deadlines
• [Email Template] Repeating Project Cycle Notification
• [Email Template] Request for Additional Team Allocation
• [Email Template] Request for Budget Approval
• [Email Template] Request for Change Management
• [Email Template] Request for Extended Deadlines
• [Email Template] Request for Extra Work Hours
• [Email Template] Request for Implementing Contingency Plan
• [Email Template] Request for Post-Project Review
• [Email Template] Request for Project Resources
• [Email Template] Request for Project Stakeholder Feedback
• [Email Template] Request for Stakeholder Engagement
• [Email Template] Request for Sub-Project Seperation
• [Email Template] Request to Address Communication Gaps
• [Email Template] Requirement of Specialized Trainings
• [Email Template] Security Protocol Update in Project Environment
• [Email Template] Shift in Business Objectives Impacting Project
• [Email Template] Social Responsibility of the Project Team
• [Email Template] Status of Client Negotiations
• [Email Template] Status of Outsourced Tasks
• [Email Template] Status of the Project against Milestone
• [Email Template] Sudden Change of Client Requirements
• [Email Template] Task Delay Notification
• [Email Template] Tax & Legal Implications on the Project
• [Email Template] Tutorial on Using Project Management Tools
• [Email Template] Unresolved Project Conflicts
• [Email Template] Unscheduled Project Breaks and Their Impact
• [Email Template] Update on Project Status
• [Email Template] User Acceptance Testing Request
• [Email Template] Warning of Budget Depletion
• [Email Template] Warning of Potential Delays
• [Email Template] Weekly Project Status Update

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Sep 2, 2022

Project status report email with samples and templates

Great project status updates and reports are essential to project management. Here's how to do it in an email.

Saku Kahkonen

Growth Lead

Table of contents

You hear it a lot now (erm, LinkedIn ), but the cliche is true — communication can either make or break a company, relationship or a project.

Companies moving to remote-first setting has increased the importance of clear communication, and most well-functioning teams are proponents of overcommunication. 

When it comes to client and project communication, it's critical to write clear and concise project status updates and do it frequently. Whether you use email, Slack, or some other channel, the basic principles are the same, and these examples can help you get started.

So if you're looking for project status update email samples (or need some help with your first or next status email), here are our tips.

Reports can get quite boring, thus we created a smart email template to do the heavy lifting. Try it out yourself below:

How to write project status report in email

 To write your status report in email, follow these basic steps:

• Gather the information you need to provide to the reader, such as any data, updates from the team, reports from software, or other hard facts that showcase your progress.
• Find the template that fits your needs, or create one.
• Think about your audience and the goal of sending this email. Depending on who is reading the content, you may want to use different wording or ask additional questions.
• Create a basic email outline to help you stay on track.

Draft and edit the email. Be sure to send it at the same time each week or on other agreed-upon timeframes to ensure that your recipient always knows what to expect at each stage.

A project status email update provides someone with insight into where the project stands. Reporting on the status is often necessary at various project stages, not just at the beginning or end. The rule of thumb is to send project status updates weekly or biweekly, but your schedule might vary.

We recommend that you are transparent in your reports. If you make mistakes or if progress has been slow, it's most often best to be upfront about what has happened and why.

Try to address issues early and let your clients or employer know if you encounter problems. A project status report is often the best way to be proactive about this.

The amount of detail that goes into these reports depends on the project goals and objectives and any communication standards established at the start.

In short, you need to provide project status emails throughout the project that communicate:

• what's being done
• what you accomplished
• what complications are in play, and 
• what the next steps are

Writing reports is tedious and it can sometimes feel like you aren't working on what you should be working on. Thus it's important to make sure you're efficient with reporting, use modern project management software , and build processes that help you be effective at work.

Here are a few tips for creating your email status update or report for the project you're working on completing for a client or employer.

Project status email format

The format for the project status email should be specific to your goals and what's expected. It should include:

• The name of the report or project
• The client or the team's name
• The vision of the project
• The status of the project
• The completed tasks thus far
• What you have learned
• Tasks that are going to be completed soon
• Any challenges, issues, or roadblocks
• Milestones and when they've been achieved (as well as any upcoming dates)

With that in mind, you should work to create a simple introduction, a timeline of the project, any budget factors, links and attachments that communicate the details of accomplishments, a summary of where the project stands, and any questions. Be sure to encourage the client to ask any questions as well.

Subject line for project status emails

Your subject line for the project update should be clear and concise. You don't need to pack it full of information – save the good stuff for what's inside.

We encourage you to include a week number or a date in the subject line. This helps the recipients stay on top of what's happening (and also helps you check whether you have remembered to send a report in a give week).

Here are some examples:

• Weekly update for (Project name) [Week number/Date]
• (Project name) update with questions [Week number/Date]
• Project report and request for meeting [Week number/Date]

How to end a project status email

The end of the project status email should include any details necessary to the project. These are the action steps you want the reader to take. That way, they can easily see what they are supposed to be doing. Make it visually easy to see this information, but keep it direct and include one task per line.

To avoid confusion, address a specific person when writing out tasks that should be completed. Here's an example:

• [Your name] will finish setting up our servers and prepare the data warehouse
• [Your name] will write documentation and instructions for database updates
• [Your team member's name] will start database integration
• [Name #1] will share access current database solution for integration
• [Name #2]: Could you provide an update on X by (date)?

For a formal email, you'll want to use terms like:

• Respectfully
• Kind regards

How to ask about project status in email

Asking for project status in an email is a bit different. If you are the manager or the client and need more information about where the project stands, write an email that gets right to the point and asks those questions.

Your goal should be to be professional and polite in the content you create. You want people to communicate openly with you so you know where the project stands at any given time.

Try to stress the importance of clear communication but remember that new habits take time to develop. Give kudos when your team members send good reports.

You could highlight good reports in your weekly meetings or internal communication channels. This can motivate your team to improve the quality of subsequent status reports and updates.

Try to ask questions in the proper manner. For example, instead of saying, "Can I get an update on the project?" try something different. "I'm checking in with you to determine how the project is progressing. I want to help in any way that I can. Could you update me on where we stand and if any challenges need to be addressed?"

When sending updates like this, you want to be sure you are being clear about your needs and not creating any roadblocks. You don't want the receiver to shut down and not communicate or think you are being aggressive or hard to work with. 

9 project status email examples

Here are a few project status email examples to help you. Remember that these are just a guide. Update them as you need to.

Take a look at the project status email sample that is best suited for your specific needs below and apply it as a tool to help you flesh out your email.

Remember that I don't know the context or nature of your project. Thus I encourage you not just to copy these templates and samples but make them your own before sending them to the person you need to.

1. Project status update email sample

Use the project status update email sample as a way to communicate the current status of your project to anyone that is involved in it. This project status update email sample is versatile enough to be used in any way that works for you.

• List accomplishments
• List areas to discuss

2. Project status report email sample

A project status report usually provides more information about the project, how things have progressed, and what has been accomplished so far. Don't fall for the trap of leaving bits of information out.

Because of your hands-on work on the project, you often have the best information about the project's progress and current status. Even though it might feel redundant, it's important to repeat what has been accomplished and how your goals are progressing to ensure everyone is on the same page.

Oversommunicating in your project reports is not a bad idea. We all forget things, so make it easy for others to stay on top of the progress with a detailed report.

3. Project status email to manager sample

A project status email to a boss or manager may differ slightly from one to a client or customer. The following sample email to a manager is a basic idea of what to communicate. Be sure to update it to fit your communication style with your boss. Of all status updates, those to a manager must be quite clear but not over-the-top formal.

• Updating the database with all of the necessary information so we can begin to use it quickly
• Training our team to provide a basic framework for how to use the database
• Writing instructions to the whole company for using the database see here: [link]
• Completed objectives for the project
• Assigned tasks for next week
• Worked through initial drafts; see here [link]
• Created a plan for the following week

4. Project status email to client sample

When communicating directly with your client, you want to be sure not to hide any details and not overwhelm them. Often, the client does not know the whole process of accomplishing your work and might expect the final project to be delivered in a way that's not feasible.

An email to the client about project status should give them peace of mind that the project is going smoothly, and if it isn't, the assurance that problems are addressed accordingly. Here's how to write an email to a client sharing the status of the project.

5. Weekly project status email sample

Sending a weekly project status report email is one of the best ways to keep those involved in the know of what's happening and the project moving forward. It can feel tedious to do this, so you want to keep it short and to the point but still detailed and informative.

With a consistent weekly report you can establish clear communication habits with your client or manager that will help you stand out as a person who gets things done and can manager projects.

Sometimes, a list-like format of updates makes it easy for the manager or other receiver to get a glance at what's happening. Here is a weekly project status email template to follow.

• We are working on the content draft and are about a third of the way complete.
• We have passed along the first draft for your approval and are now waiting to hear back from you about the current feedback for edits.
• We are also working towards the completion of the second half, which we anticipate delivering to you on (Date).
• [Your team member's name] will complete the second half of the assignment
• [Your name] will make edits to the draft after your comments
• [Name #1] please add comments to the first draft; find it here [link]
• [Name #2] please send an update on new topics as soon as possible; we would need this before next week to stay on top of the schedule

6. Sample follow-up email on project status

If you are the person that has issued the project and you have not heard back from your employee or provider about it, you may get a bit worried.

A follow-up email on project status can give insight into what's happening. Don't be afraid to reach out for clarification and more of the information you need, especially when you have deadlines to meet.

At the same time, you want to be sure you are being professional in these communications. This follow-up project status email sample can help you with that process.

7. Project final status email sample

The final status email is often near the project's wrap-up when you are likely to be sending the project soon or completing the objectives. This is a good way for you to communicate positively to encourage repeat business or to help ensure everyone is on the same page. Here's a project final status email with a thank you sample to guide you.

8. Sample email to check status of project

This project status update request email sample is to the point. It ensures that the person receiving it is fully aware of your expectations and needs.

9. Project status meeting email invitation sample

In some situations, you may need to set up a meeting to discuss the project. This is not always due to a bad situation, but when there's a need for more information than an email can offer. Here's a way to communicate that positively.

• List of items to discuss
• List of available dates and times

Project status email templates

If you need something quick to get started, check out these project status report templates that you can use just to fill in the blanks and get information to your client quickly.

Don't forget to check out Flowrite's smart template , that turns words into ready-to-send project status reports.

1. Project status report template email

• Describe the project, so they know what you're talking about
• Project a few specific examples of what is being worked on right now
• Pinpoint any challenges or issues, ask any questions needed
• List out and assign tasks/action items
• List the next update or request a call as needed
• Thank them for their time

2. Project status update email template

• Outline each of the accomplishments
• Outline each of those goals

3. Status update email template by Flowrite

Let's face it. Sometimes you will have to do so much reporting that it feels like you don't have time to do any work itself. It's those moments and projects when Flowrite can really help.

With Flowrite, you can increase the efficiency of communications with your clients or managers while saving time for the real work, like this:

Our smart template turns words into ready-to-send reports.

Final words

When writing a project status email, try make them clear and simple, but lean on the side of overcommunicating instead of leaving things off the email.

Unless the client or manager needs a full list of the tasks accomplished, outline just what's needed to keep the project moving.

It’s no rocket science, but nonetheless a crucial part of any client or managerial relationships in project work. So the next time you send a project status report email make sure to use these tips and samples, and let us know how it goes!

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Project status update to client

Reply to: "

Received message

hope your well short update 1st drafts by 15th and final version before deadline we are on track rough drafts this week attached below not final copies please provide feedback another update next week

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• HR Templates |
• Recruiting email templates |

Sending an interview assignment: example email

This is an email template you can use when you want to send an assignment to your candidates as part of your hiring process. For some positions, especially technical roles, adding a written assignment or test will help you evaluate your candidates’ skills through a real work project and screen people who approach problems the best way.

Email subject line: Assignment for the [ Job_title ] position

Hi [ Candidate_Name ] / Dear [ Candidate_Name ],

Please find attached an assignment as part of our interview process. I’m also attaching some instructions to help you complete the assignment.

Keep in mind that there are no ‘right answers.’ This assignment is designed is to gauge your skills and give us an idea of how you approach tasks relevant to the [ Job_Title ] role. It would be great if you could send this over to us [ within X time frame or by Y date ].

Please do not hesitate to get in touch if you have any questions.

Best of luck with the assignment,

[ Your name ] [ Signature ]

[When you receive the assignment]

Thank you for completing the assignment. Our team will review it and get back to you with feedback as soon as possible.

I hope you enjoy your day,

• Read about smart interview techniques to hire the right people.
• Read about common mistakes to avoid when interviewing top candidates .

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• Apr 19, 2018

Business English Emails: How to assign a project by email

Updated: Nov 22, 2018

To write professional emails in English you must be able to organize the content well, to use suitable and high-quality business English and to avoid making common email mistakes.

Let's take a look at a professional email assigning a project.

This email is from Mr. Kenny Burns, the senior project manager to Mrs. White.

Hi Mrs. White,

I’m sending this email to assign you a project. I’d like you to supervise the installation of our new project management software. This is a very important project because installing this software will improve productivity, so I’d like you to make this task a top priority.

To complete this project, you’ll need to take a number of steps. First, I’d like you to meet the department managers to inform them about the software. Then, coordinate the installation with the IT department. Next, arrange training to show the team how to use the software. Finally, I want you to arrange follow up meetings to make sure everyone is using the software.

The deadline for completion of this project is June 30th. I expect every department to be using this software by that date. Let’s schedule a follow up meeting on June 1st so you can update me on progress.

I hope everything is clear. If you have any questions or concerns, don’t hesitate to contact me by email or arrange a meeting to discuss this project in more detail.

Kenny Burns

Senior Project Manager

This email is professional:

1. There is a clear structure to the email making it easy to follow:

- Greeting : It begins with an appropriate greeting

- State the objectives [state the importance-optional]: Mr. Burns states the

objectives of the email and points out how important it is. Stating the objectives

makes it easy for Mrs. White to understand what she must do. It also makes it

easy for Mr. Burns to follow up later.

- Outline the steps in the process: Mr. Burns communicates clearly what steps Mrs.

White needs to take. This saves time because now she doesn't have to email him to

check what she should do.

- Set a deadline: Next Mr. Burns sets a clear deadline for the project. Having a clear

deadline is important for any project.

- Arrange a follow-up meeting: The project manager then arranges a follow-up

meeting to check on progress.

- Offer support: Finally, Mr. Burns makes it clear that he will help Mrs. White and if

she has any questions, she can ask him.

- Sign off: Mr. Burns then uses appropriate English to sign off the email.

2. The language is suitable and professional. Mr. Burns communicates directly, clearly and professionally. He isn't rude or too aggressive when assigning the task.

For example:

- "I'd like you to supervise ....." This is a polite, but direct way to say "you must do this".

However, saying "you must do this" would be too direct and a little rude.

- "I expect every department to ....." This is also a direct, but professional way to assign a

project. Using 'must' is too strong and negative.

Actually, there are many examples of professional language in this email and none of the language is unsuitable. This is a great example of a professional email to assign a project in English.

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Interview Assignment Email Template

Use this email template to send an assignment to your candidates during the hiring process. For some positions, a written assignment or test will help you evaluate your candidates’ skills through a real work project.

Set candidates up for success by letting them know about your assignment process ahead of time.

Here’s what to include:

• Make the deadline clear upfront
• Mention the exact timeframe for the assignment
• Provide contact information for any additional clarity needed
• Include a link, or attachment, to the assignment along with necessary instructions to help your candidates understand what they’ll have to do.

It’s also essential to send a confirmation once you’ve received their assignment, to thank them for taking the time to complete it and let them know about next steps (template to follow).

Email template for sending an interview assignment or test project: Template #1 - Briefing the assignment

Subject Line: Assignment for the [ Job_title ] position

Hi [ Candidate_Name },

I’ve attached the assignment we discussed during our last chat, along with instructions to help you complete it.

Please don’t feel pressured to provide the “perfect answer”. The goal of this assignment is to help us better understand your skills and give us an idea of how you approach tasks relevant to the [ Job_Title ] role. It would be great if you could send this over to us [ within X time frame or by Y date ].

Please do not hesitate to get in touch if you have any questions.

Best of luck!

[ Your name ]

[ Signature ]

Sample email for sending an interview assignment or test project: Template #2 - After you receive the assignment

Hi [ Candidate_Name ] / Dear [ Candidate_Name ],

Thank you for completing the assignment! Our team will review it and get back to you with feedback as soon as possible.

• Resources 
• Recruiting Email Templates 
• Interview Assignment

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How to Write Email

How to write engaging email assignments easily.

Open the door to effective email communication with key insights on crafting assignments that captivate and engage recipients.

Table of Contents

Key Takeaways

• Email assignments promote efficient communication and accountability .
• Clear subject lines facilitate understanding and prioritization.
• Effective message structure shows empathy and emphasizes important points.
• Professional tone and language ensure clear and concise communication.

Importance of Email Assignments

Crafting a Clear Subject Line

Structuring Your Message Effectively

• Show Empathy : Begin by acknowledging the recipient’s time and workload to create a sense of understanding.
• Express appreciation for their assistance or expertise to establish a positive tone.
• Highlight Importance : Use clear subheadings to emphasize crucial points, making it easier for the reader to grasp the key information quickly.
• Bold important details or deadlines to draw attention and ensure they aren’t overlooked.

Professional Tone and Language

Polishing Your Email for Submission

• When submitting your email assignment, remember that first impressions matter.
• Polishing your email shows respect for the recipient and can positively influence their perception of you.

Frequently Asked Questions

What do you write in an email when sending an assignment, how do you write an assignment subject in an email, how do you write a business email assignment, how do i email my teacher assignment.

Erik – Email, SEO, AI Expert Writer Erik is the strategist, the thinker, and the visionary. His role at Influenctor is pivotal in integrating SEO with AI-driven content strategies. With an extensive background in email marketing and a profound understanding of search engine algorithms, Erik develops innovative strategies that elevate our client’s online presence. His work ensures that our content is seen, felt, and remembered.

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Effective project management email templates and examples

Project management email templates are a game changer for project managers. They ensure clear, consistent communication and save you time by offering a ready-made structure for common scenarios. From status reports to change and resource requests, these templates streamline your workflow.

Templates also come in handy for project meetings, gathering feedback, closing out projects, and client communication. With the shift towards remote work and digital tools, mastering email communication and automating workflows has never been more crucial.

Make sure your project plans, milestones, and objectives are crystal clear with well-designed templates to keep your project management efforts on track.

Understanding the importance of email templates in project management

Email templates are pivotal in project management. They make the communication process smoother, helping you dispatch project status reports, change requests, and resource needs with ease. Templates bring consistency and a professional touch to every email.

Whether it's updating after a meeting, collecting feedback, or wrapping up a project, templates simplify these tasks. They also play a vital role in client communication, ensuring your messages are precise. Workflow automation can further enhance these templates' effectiveness.

Role of email communication in project management

Email is a cornerstone of project management. It’s essential for sharing project plans, milestones, and objectives with your team. Through email, you can quickly and effectively distribute status reports, handle change requests, and manage resource needs.

Emails facilitate project meetings and feedback collection tool. Plus, they offer a seamless way to communicate with clients, ensuring clear understanding of project demands and expectations throughout. Email communication also supports templates and automations, making project management processes smoother and leading to successful project outcomes.

Benefits of using email templates

Email templates bring several benefits to project management. They simplify client communication, speeding up the process of sharing project plans, milestones, and objectives. Templates also streamline feedback collection and project closure, contributing to more efficient workflows.

Status reports, change requests, and resource needs become easier to handle with these pre-built formats. This not only accelerates communication but also ensures clarity and consistency across various project interactions. In essence, email templates are crucial for effective project management.

Streamlining communication with project management email templates

Effective communication is crucial for successful project management. Bonsai offers a comprehensive platform for project planning, task management, and collaboration. Mastering email communication is essential to fully using its capabilities. Personalized and efficient email templates can streamline workflows, improve client communication, and ensure projects are delivered on time.

Learn how to communicate efficiently and manage your projects successfully:

A well-defined project plan is essential. Bonsai's project planning tools help outline goals, deliverables, timelines, and responsibilities. With a solid plan in place, you can customize email templates for different project phases and milestones.

Bonsai enables users to create personalized email templates that match their project management style and branding. Identify common email types such as project kickoffs, progress updates, and client meeting requests. Pre-written templates save time and maintain consistent messaging.

Key elements to include in your email templates:

• Clear subject lines
• Personalized greetings
• Concise content

Call to action

• Professional closing

Effective email templates help build strong client relationships and trust. Develop templates for project proposals, updates, invoicing, and feedback requests.

Bonsai's workflow automation alongside email templates for efficient communication. Configure automated notifications for task assignments, due date reminders, and project milestones. This approach saves time and ensures timely information delivery.

By using email templates and workflow automations, you can streamline project management processes and enhance client communication. Bonsai equips users with the necessary tools for professional and efficient email interactions that contribute to project success. Personalize each email to maintain authentic connections with clients and team members.

Key elements of a project management email template

A top-notch project management email template should include key elements like project objectives, milestones, and status reports. These components set clear expectations and provide timely updates to stakeholders.

Essential elements also include resource and change requests, which facilitate task coordination and flexibility in adjusting the project plan. It’s crucial to include sections for feedback collection after project closure to drive continuous improvement.

The template should support client communication and workflow automations, and encourage regular updates on project meetings.

Subject line

Effective project management involves creating robust project plans, hitting milestones, and achieving objectives. Successful managers use workflow automations, appropriate email templates, and hold regular meetings to keep everything on track.

Core tools include project status reports for progress tracking, change requests for handling alterations, and resource requests for efficient use. Effective email communication is vital for client interactions, feedback gathering, and project closure.

Incorporating these elements can significantly boost project management efficiency and lead to successful project completions.

Body of the email

As a project manager, juggling milestones, resources, and communications can be challenging. But with the right strategies and tools—like email templates and workflow automations—you can navigate these hurdles with ease.

Email templates improve communication, making it easier to handle project status reports, change requests, and feedback collection. Workflow automations help manage project objectives and resource requests, keeping your process streamlined.

Clear client communication and efficient meetings are also crucial. By enhancing communication, you ensure thorough understanding and execution of your project plan, paving the way for a successful project closure.

You've already invested a lot into your project plan, objectives, milestones, and client communication strategy. Don’t let the small details derail your efforts.

Keep your project on track with streamlined email templates for status updates, change requests, resource needs, meetings, feedback, and closures. Simplify your workflow with automations to boost email efficiency.

Maximize your project’s success by using your resources wisely. Remember, a great project manager is more than just a task manager—you're a key player in driving success.

Types of project management email templates

Project management email templates are indispensable tools for project managers, ensuring effective communication and workflow automations. These templates can range from project status reports, which detail the strides towards project objectives and project milestones, to change requests or resource requests, which outline any tweaks in the project plan or additional resources needed.

Moreover, project management email templates can be used for scheduling project meetings, gathering feedback, or even wrapping up the project. These templates ensure that all participants are kept in the loop about all developments. Client communication is another key type of email template that helps maintain a clear line of sight and mutual understanding between the project team and the client.

Project kickoff email template

Dear Team, 

We’re thrilled to kick off our new project. As project managers, we’ll harness the power of project management, providing a detailed project plan, setting crystal clear project objectives, and regularly updating project status reports. 

Key aspects of this project include: 

• Regularly scheduled project meetings and open channels for feedback collection 
• Efficient workflow automations and prompt processing of change and resource requests 
• Dedicated client communication through email templates for consistent email communication 

Together, we can collaborate effectively towards a successful project closure.

Project update email template

I am writing to share updates regarding our current project management. The project plan has progressed significantly with the accomplishment of some major project milestones. However, further project objectives require resource requests. Please see these main points:

• Project status reports indicate slight deviations which we are addressing.
• A projected change request has been identified and is under review.
• A project meeting is planned to discuss workflow automations.

Use the provided email templates for client communication and feedback collection. Please note to share your thoughts before project closure comes to effect.

Best, [Your Name]

Project completion email template

As a project manager, it’s crucial to maintain clear and concise email communication. Following a standardized format enhances the workflow automations. Here is a simple project completion email template: 

Dear [Recipient’s Name], 

I’m delighted to report the successful completion of [Project Name]. 

Through effective project management, we’ve achieved our project objectives within the scheduled project plan. 

Here are some significant project milestones we reached: 

• Milestone 1 
• Milestone 2 
• Milestone 3 

I appreciate your ongoing support and welcome any feedback for the project closure process. 

Best regards, [Your Name]

Examples of effective project management email templates

Streamline your project management process with customized email templates . Utilize a project status report template to regularly update stakeholders on progress, making sure to include updates on project milestones and objectives. For workflow automation, consider templates for resource requests and change requests, which can speed up response times and maintain project schedule.

Improve client communication with a project meeting follow-up template, meticulously recapping decisions made and next steps. Similarly, a feedback collection template can facilitate constructive dialogue with the team. Lastly, a project closure email template can efficiently wrap up the workflow, documenting successes and lessons learned for future endeavors.

Example of a project kickoff email

I’m excited to kick off our new project! We’ve been hard at work on the project plan and workflow automations to ensure a smooth start. Here’s a quick rundown:

• Project Objectives: Laying down the fundamentals
• Project Milestones: Regular updates through status reports
• Resource Requests & Change Requests: Anticipated and manageable

Your collaboration and feedback will be key to our success. We’ll keep you in the loop with regular email updates and project meetings.

Example of a project update email

Just a quick update on our project’s status. We’ve hit our recent milestones and adjusted the project plan based on recent change requests. We’re working to align these changes with our project objectives.

We’ll cover these updates in our next meeting and address any resource requests. Your feedback is vital, so please contribute to our feedback collection process. We’ll also share client feedback as part of our ongoing communication.

Example of a project completion email

I’m thrilled to announce that we’ve successfully achieved our project objectives and milestones. Our effective management, client communication, and handling of change requests led to a successful closure. Consistent feedback collection and well-used email templates were key to our success.

Thank you all for your hard work and dedication.

Best practices for using project management email templates

Project management email templates are a game changer. They can streamline communication, enhance client interactions, and improve workflow efficiency. To get the most out of them:

• Customization: Tailor templates to fit various project objectives, milestones, and status reports.
• Categories: Include sections for change requests, resource needs, meetings, feedback, and closures.
• Workflow Automations: Use these to save time and boost efficiency. Remember, templates should aid, not replace personal touch.

Personalization

Personalization is key in project management. Workflow automations help craft detailed project plans and generate automated email templates for status updates, streamlining client communication.

Customization makes resource and change requests, as well as feedback collection, smoother. Regularly scheduled meetings can also be automated, leading to more efficient project closures.

Clarity and conciseness

Effective project management hinges on clear objectives and milestones. Email templates are vital for client communication, feedback collection, and status reporting.

A solid project plan addresses resource and change requests ahead of time. Workflow automations streamline meetings and task execution. Ensuring all project deliverables are met showcases the essential role of project management in business success.

Timely communication

Timely communication is a linchpin in project management. Keeping the team aligned on project objectives, status updates, and change requests is essential. It ensures everyone is on the same page, aware of milestones, and adjusts to any plan changes promptly.

Efficient communication strategies include leveraging email templates for routine updates, using workflow automations for resource requests, and organizing project meetings for real-time clarifications. Keeping feedback, project closures, and client communications timely helps maintain smooth project momentum.

Tools for creating and managing project management email templates

There’s a range of tools designed to create and manage project management email templates. These tools are indispensable for streamlining client communication, feedback collection, and status reporting. They help project managers outline objectives, manage milestones, and handle change and resource requests effectively.

Key tools include automated workflow systems and customizable sequences for various project stages, such as meetings or closures. Using these tools simplifies email communication and ensures that all team members are consistently updated throughout the project’s lifecycle.

Bonsai is a fantastic tool for creating and managing email templates for project management, making communication smoother and ensuring consistency in all project-related messages. Whether you need to send updates, schedule meetings, or follow up, Bonsai has customizable templates to meet your specific needs. This not only saves time but also guarantees that all communications remain professional and uniform.

Bonsai also offers a white-labelled client portal, allowing you to share project updates and documents with your clients.

By using Bonsai for creating and managing project management email templates, you can ensure that your communications are effective, consistent, and professional, ultimately leading to improved project results and stronger client relationships.

Customize your Free Templates with Bonsai

Microsoft Outlook

Microsoft Outlook is a powerhouse for project management. It offers a suite of features that streamline workflows and enhance coordination. Outlook allows project managers to create and use email templates, set project objectives, and maintain timely client communication.

With functionalities for managing milestones, generating status reports, and handling resource and change requests, Outlook covers the full spectrum of project management needs. It supports scheduling meetings, collecting feedback, and automating workflows, making it a comprehensive tool for managing projects efficiently.

Gmail is a solid choice for project management. It simplifies communication with team members and clients, and its pre-made email templates streamline workflow automation.

Gmail’s features support managing project plans, change requests, resource needs, milestones, and status reports. It also facilitates project meeting scheduling and feedback collection. By enhancing client communication, Gmail ensures smooth project progression and effective task execution.

Conclusion: Enhancing project management with effective email templates

Strategically using email templates can greatly enhance project management. They facilitate clear distribution of project plans, milestones, and status reports, streamlining communication and keeping all stakeholders informed.

Email templates also support change and resource requests, meeting agendas, feedback collection, and project closure summaries. This approach not only optimizes workflow automation but also improves overall communication, contributing to successful project execution.

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6 Ready-to-Use Project Update Email Templates

Projects are some of the most essential parts of business. Whether you work with at an agency or in the B2B space, your organization likely has many projects to manage.

With projects comes the back-and-forth email sequence to communicate about them. Project update emails are a necessary, although sometimes tedious, aspect of business.

In this guide, we’ll break down some project update email templates that you can use to update your team or clients about your projects today.

Why Send Project Update Emails?

When working on projects, it is important to make sure everyone is on the same page. This ensures that the project is completed accurately and on time.

Sending a project update email is a good way to let your clients, coworkers, and supervisors know a project's status, what still needs to be done, and if there are any issues.

If you're working on a project, though, sending update emails can take time. That's why we wrote this article.

The following templates can help you send project update emails quickly so you can keep everyone on the same page and get back to work on your projects.

Project Update Email Templates You Can Use Today

General project update email template.

This template is a general email update you can send to anyone to give an update on your progress on a project, what you have accomplished, and what issues still remain.

Hello {formtext: name=name; default=there; cols=10}! I'm emailing to provide you with an update on our current project. By {time: MMMM Do; shift=+1W}, we will likely have accomplished our objectives. We've accomplished the following goals:

• Site set-up
• Created landing pages

What we are currently working on in this project phase is listed below:

• SEO optimization

I wanted to get in touch with you as soon as possible to talk about the following issues:

• Publishing content

The project is on schedule, and I think we are making the required progress toward our objectives. If you have any queries, please contact me. Best, John

Project Update to Coworker

If you're working on a project with a coworker, staying on the same page is important. This template can help you check in with them to both let them know what you have done and ask what they still need to do.

Hello {formtext: name=name; default=there; cols=10}, I hope you're doing well today! I just wanted to send you an email to check on your part of our project.

Here's an update on my portion. This is what I have left to do:

• Edit and proofread
• Finalize everything

Could you reply and let me know what else you have to work on? As a reminder, we have until {time: MMMM Do; shift=+1W} to get the project done. Please let me know if you need any help or have any questions! Best, John

Project Update to Supervisor/Manager

This email template can be used to quickly notify your management or supervisor about the status of your project and let them know how much you have completed so far. It also provides an estimated completion date for your project.

Hello {formtext: name=name; default=there; cols=10}, I wanted to give an update on the project I'm working on. I made some progress on the project this week. This week, I {formmenu: finished half; default=finished 75%; finished a third} of the project.

Here's what I still need to work on this week:

• Editing and proofreading
• Adding assets
• Finalizing everything

I plan to have the project fully completed by {time: MMMM Do; shift=+1D >MON}. Please let me know if you have any questions or comments. Best, John

Need to organize a kick-off meeting? Check out our Ultimate Guide on Kick-Off Meetings to learn more!

Project Update Email to Your Team/Organization

This template can be used to update your team or organization on upcoming deadlines and goals for your projects.

Hello {formtext: name=name; default=everyone; cols=10}, I'm sending you all an email to provide an update on our current project. Here are updated deadlines and goals for each team: Marketing

• Deadline: {time: MMMM Do; shift=1W}
• Goal: Create 2 landing pages

Customer Support

• Deadline: {time: MMMM Do; shift=1M}
• Goal: Set up SOP for support

Engineering

• Deadline: {time: MMMM Do; shift=+2W}
• Goal: Finalize SEO and code for blog

If anyone has any questions, feel free to ask or {link: https://calendar.google.com/calendar/u/0/r/appointment}Schedule a meeting with me{endlink}. Best, John

Project Update Email for Clients Template

A project update email to a customer or client should reassure them that everything is proceeding according to plan, and if not, that any issues will be handled appropriately. Here is a sample email to a client outlining the project's status.

Project Follow-Up Email Template

If you are the one who issued the project and your employee or provider hasn't gotten back to you about it, you could start to worry a little.

An update email on the status of the project might provide information. When you need additional information or clarity, don't be hesitant to ask, especially if you have a deadline to fulfill.

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• January 21, 2021

40 Outlook Email Templates For Project Managers

Outlook email templates for project managers are a valuable resource and worth spending some time putting together and refining.

With a batch of well written  Outlook email templates , these will support you throughout all the stages of the of a project.

From communication with your project team. All the way through to keeping clients and stakeholders informed during a project.

So drafting and constantly updating your templates for common occasions can save a lot of repetitive email writing.

In this blog post, I am going to show you no less than 40 amazing email templates that you can use in your project management lifecycle.

How good is that?

1. AGREEMENT FOR SERVICES CONFIRMATION EMAIL TEMPLATE

Dear [Client Firstname],

First of all, thank you for choosing [Company Name] for your [Type of Service] needs. I am confident that you will be very satisfied with the services that we offer.

Enclosed, please find our agreement for services[Attachments].

Secondly, we need to confirm that if this agreement[Attachment] is acceptable to you, please sign and return it to our office via email or fax. Once we receive the signed agreement from you, we will expedite your request.

If you have questions, please feel free to contact me. I can be reached at [Contact Number/Email Address].

Thank you again for choosing [Company Name].

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

[COMPANY NAME & ADDRESS]

Why It Works

The agreement for services confirmation email template is useful in the sense that the Project Manager directly emails the client for the confirmation of the service agreement between them and move forward to work together.

Summarize, with all the essential information needed, in a professional manner.

And the important thing is, Do Not Forget! to attach the Agreement of Services document in the email.

2. CONTRACT CLOSURE NOTICE

Date: [Add Date/Time]

Dear [Client’s Firstname],

As described in our Contract/Service agreement (XXXXX-X), this email provides formal notice that the work you were contracted to perform for ________ [Buyer Name] has been completed.

Payment is being processed based on ________.

Kind Regards,

By: [Name], [Title], [Company Name]

Terminate or end the contract in a polite manner, the project manager can use this email template to thanks the client for his services. Consequently, it will turn your current relationship into a long term.

Don’t forget to mention the details of the contract, such as the Date, Title of Contract, Reasons to terminate the contract, and others as per the situation.

3. FORMAL PROJECT COMPLETION AND ACCEPTANCE

Project Name: [Name Of The Project]

Project Manager: [Contact Name] – [Company Name]

I [Project Manager’s Name] the undersigned, acknowledge, and accept the final delivery of the work completed for this project on behalf of our company[Company Name].

My signature/s attest/s to the agreement[Attach the Project Completion Agreement Dcoument] that this project has been successfully completed and hence approved.

This project has been finalized and completed.

I congratulate all members of the team to make this project successful.

The project manager makes use of this email template to attest and greet the members of the team and the company’s executive on the successful completion of the project.

Enclosed the necessary documents and use a formal tone to clearly describe the project achievements to the top project management in the hierarchy.

4. FORMAL PROJECT DELIVERABLE RESPONSE

Project Deliverable: [Deliverable Name]

I [Project Manager’s Name] the undersigned, acknowledge, and accept this Project Deliverable [Deliverable Name] completed for this project on behalf of our company[Company Name].

My signature attests to the agreement [Project Deliverable File] that this project has been completed and hence accepted.

[If Satisfied] No further work should be done on this project.

[If Dissatisfied] Discuss the reasons for the dissatisfaction.

Best Regards,

[COMPANY LOGO]

The formal project deliverable response email template is the best fit for all the project managers, related to a different industry, to acknowledge the project deliverables and address any shortcomings to the client (that might have).

You can describe the main reasons for your satisfaction or dissatisfaction with this project deliverable and further discuss the reasons to make it successful.

5. KICK-OFF MEETING OUTLOOK EMAIL TEMPLATE

Dear [Project Team Members’ Fistname] & [Project Stakeholders’ Firstname],

Date: [Meeting Date/Time]

Meeting Objective: Kick the project off to an effective start by introducing key stakeholders, members of the project team, reviewing project goals, and discussing plans to drive it to success. OR [Describe The Objective]

Here is a brief agenda for the meeting:

Agenda: [Discuss The Main Points]

Introduction of attendees

Project Background – Review

Documents -Review [Business Case…]

Project Organizational Structure – Discussion

Discussion of  Project Scope, Time, and Cost Goals – Discussion

Discussion with attendees on other Key Points.

The kick-off meeting outlook email template serves project managers in a way that they just have to customize this template following their meeting objective and the agenda of the meeting.

Provide the opportunity to the project managers to engage the stakeholders to discuss the base elements of the project.

6. LESSONS-LEARNED EMAIL

Dear [Recipients Firstname], —- (Subordinate Team Members)

Regarding the:

Sponsor of the Project: [Name]

Project Manager: [Conatct Name] – [Company Name]

I need to capture the lessons from what you have learned from this project.

I am sharing some key questions to get your take on the completion of this project.

Did the project meet the scope, time, and cost-estimation goals?

Did all the project objectives meet?

What were the major lessons your team learned from this project?

Did you satisfy with the overall project outcome? If not, Mention the reasons for the dissatisfaction. (if any)

Based on your past experience, what would you do differently to overcome the shortcomings (if any) that may appear in the future project??

I am looking forward to hearing your response.

This lessons-learned professional outlook email engages the other members of the team to share their personal feedback and team recommendations regarding the project completion.

7. REPORTING THE PROJECT PROGRESS

Hope you are doing great!

Reporting Period: [Start Date – End Date]

Discuss the current progress of the mentioned project within the given reporting period.

To make it concise and clear, I want you to address these points:

How much work is completed in this reporting period: [Add Details]

Work to be completed in the next reporting period: [Add Details]

Success Criteria is according to the plan or not: [Add Details/Reasons]

Any Suggestions (if any): [Add Details]

Project changes (if any): [Add Details]

I want these points to be addressed within the [Mentioned Period].

For any queries, feel free to contact me.

Maintaining a progress report is one of the vital roles of a project manager.

This outlook email template serves you best in this regard. Gather the essential and information related to the progress report as a result of the updated response from other team members.

8. ONBOARDING CLIENTS EMAIL REPLY

Add a subject: Thanks for choosing!

Hi [Firstname],

Thanks a lot for choosing me for your project. I am very excited to start working on it.

It seems that I have all the details I need. In case I need something else, I will definitely reach out to you.

Moreover,  I’ll update you on [Date/Time] with details on how the project is coming along and hopefully have the first version ready for review. You can find the detailed project plan here [Attach/Web Link Project Plan].

Thanks again for trusting me with your job.

You can always email me if you have any questions.

Best Regards

Being a project manager, always reply to the client’s onboarding email to thank him on the company’s behalf for working together.

The onboarding clients email reply template includes all the essential information starting from the good wishes to future success and from the kick-off meeting agenda to fill out the necessary documentation.

9. FEATURED CASE STUDIES EMAIL TEMPLATE

Add a subject: Would like to feature you in a case study?

I hope this email finds you well.

I’m looking to add a new case study to my portfolio and would love to feature your project.

All I need is to fill out this form [Form URL] (shouldn’t take more than 30 minutes)

And as a gesture of goodwill, I would love to give you an [X percent] discount on your next project. Once I’ve written the case study, I’ll send it to you for approval, and after your approval, I will publish it.

Looking forward to hearing from you soon.

If you are an entrepreneur and a project manager, then this outlook email template is for you.

WHY? If you want to strengthen and highlight your company’s portfolio in the global market then you can engage the professional clients to feature their project as a case study to your portfolio.

This featured case studies email template helps you a lot in communicating with clients professionally.

10. CALL SCHEDULING

Add a subject: to schedule a call at [Day/Time]?

Hey [Client’s Firstname],

Wanted to ask if you could get on a Skype call with me for about 30 minutes on [Mention Day/Time]?

Online Meeting Agenda:

[ You may discuss Skype Call A genda ]

Point #1 Point #2

Please let me know your availability.

To support the potential clients in their busy schedules, the call scheduling email template is the best shot to keep the clients engaged with you.

You can customize this call scheduling invitation template as discussed the availability of the client, call discussion agenda, finalized the online platform Microsoft Teams / Skype , and share the meeting link before the final time frame.

11. CHANGE REQUEST AFTER CONTRACT

Dear [Project Stakeholders’ Fistname] OR [Project Team Members’ Firstname],

Regarding the change request for the project details given below:

Project Name: {Name Of The Project}

Date Request Submitted: [Date/Time]

Title of Change Request: [Title Name]

Submitted By: [Name]

Change Category: [Mention The Category] such as Scope, Schedule, Cost, or any other.

I want a clear understanding of these key points (mentioned below) to approve the change request and hence to implement it.

[Explanation as per your need]

• Description of change requested.
• Circumstances which made this change necessary or desirable.
• Justification for the change.
• Impact of the proposed change on Scope, Schedule, Cost, and other categories.

You are always welcome to email me if you have any questions.

If a client or some member of the team needs some changes in the agreed product or services then what will you (project manager) do?

Here comes the change request after the contract email template, which works best in this situation. Use this email template to customize the message following your needs to deal with this critical situation.

12. HOW TO EMAIL TO RAISE YOUR RATES IN THE MIDDLE OF PROJECT

Dear [Client Firstname], 

I hope all is well!

I’m just writing to inform you that starting next month, we’re increasing our rates. The new rate reflects our increased experience, quality service, and reputation within the industry.

[Give authentic reasons to increase your rates and be honest!]

Here is an example:

Raising the rates will allow me to take on fewer clients and focus more closely on the work and will mean better turn-around times for you, more availability, and more focus on your business.

If you have any questions or need clarification, you are most welcome to contact me to discuss the project.

Use this email template to discuss and revise the rates or budget of the project deliverables with your client in a formal tone.

Be honest! And give authentic reasons to increase your rates.

13. PROJECT DELIVERABLES CURRENT STATUS

Project status: [Is it on track, at risk, or delayed?]

I would like to know the current status of the project deliverables.

Mentioned below are some of the essential points you need to highlight.

Summary: [Include a short description of the most important takeaways from your project status report here.]

Topic/milestone 1:

Issues/challenges:

Are there any challenges you’re facing? How will you resolve them?

Additional notes or highlights: [Are there any additional things your team needs to know?]

Please let me know if you have any queries.

To maintain a current status project deliverables report is necessary to run the project smoothly, and the project manager is responsible for maintaining these reports.

This outlook current status email template serves you (project manager) best in this regard. Gather detailed and essential information on the current status of project deliverables as a result of the updated response from the client or other team members.

14. TO DECLINE A PROJECT

Add a subject: [Declining A Project]

Thanks for sending the details of [Project/Client Account Name] through. It sounds like a great opportunity!

After reading the proposal and having a discussion with my [Team/Manager], we’ve decided that unfortunately, we won’t be able to move forward with this [Project Name].

As much as we’ve love to take on [Project Name], competing priorities and a full slate of projects mean that we simply don’t have the capacity or resources that a project or client such as [Project Name] deserves.

When things get change, however, I will of course be in touch.

If the client’s project requirements are not feasible for you, use this decline a project outlook email template to inform the client for not able to move forward on this project politely.

15. TO DISCUSS MEETING AGENDA WITH YOUR CO-WORKER

Add a subject: [Subject Line]

Hello [Co-worker’s Name],

Thanks for including me in the meeting with [Client’s Name] on [Date/Time]. Unfortunately, [I’m currently booked up with meetings that day OR I’m currently working on another project that I need to give my full attention to OR Any Reason]

I’ve outlined some of the points we’re looking to discuss below:

• [Item 1: How it’ll impact the client/Any revisions or thoughts]

I’m happy to discuss these further with you before you meet with the client or send along any additional information.

Sorry for the scheduling conflict, and let me know how else I can help you prepare!

Successful business meeting ensures effective meeting agenda.

This outlook email template is the best fit to discuss the meeting agenda and maintain time efficiency. For this, you just need to edit this email to your own needs and send it to a co-worker or members of the team.

16. DECLINING MEETING INVITE AND ASKING TO RESCHEDULE

Subject: Rescheduling Meeting Invite…

Thanks for sending me the meeting invite over. Based on my current schedule, I won’t be available on [Date/Time] at the time you’ve carved out, but you can meet me on any of the Dates/Times below if one of these works on your end.

[Time Slot 1: Date/Time] …

Please let me know which time slot works best for you and I’ll get it on the calendar!

The project manager may decline the meeting invite owing to some circumstances.

Inform the client or team member about a busy schedule and provide them with different availability time slots for rescheduling the meeting.

17. A RECOMMENDATION YOU DON’T GIVE

Subject: [Add a Subject Line]

Thanks for thinking of me!

I enjoyed working with you on the [Project Name], but our company policy restricts us from providing any personal recommendations. 

I feel sorry that I could not help with this!

Wish you good luck!

[Email Signature]

If a client approaches you for some personal recommendations , and for some reasons to want to decline the request then this template works for you in this regard.

Simply use this email template to send a message against the client’s request that this is against our company policy to give ant personal recommendations.

18. EMAIL TO GET IN TOUCH WITH NEW POTENTIAL CLIENTS

I came across your project description on [Name Of Platform] where you said you’re looking for a project manager to reconstruct your business [Website/Application/Plan].

It is important to note that I have worked with a lot of great brands and small businesses over the past [X] years, including [Share Your Portfolio/Must Include Web Links To Previous Clients].

They’ve praised my work as exceptional and reported back as great increases in sales conversion after the project completion.

You can check out some of my work on my portfolio at [Share Your Portfolio Link].

I have a few ideas and proposals ready on how to approach the given project. Feeling positive to work with you.

Project Manager: [Contact Name]

Effective Communication is an efficient way to build trust with new potential clients.

Use this email template as a means of effective communication to get in touch with new potential clients focusing and sharing your portfolio, past skills and expertise, and main ideas to make this project successful.

19. TO ASK A CLIENT FOR A REFERRAL

I’m glad you enjoyed working with me, and I appreciate the kind words in your last email.

While we’re on the subject of good work, It is important to mention that I’m currently booking clients for [Month], and I have room for about [Numbers] more people on my schedule.

I love working with people who care about [Subject] and are excited to [Insert Action Here] – you know, people like you!

If there’s somebody in your orbit who might benefit from the work that I do, feel free to send them my way.

You can give them my [Email Address}, or point them to my website.

My services are listed here: [Website Services Page URL] My story is right over here: [Website About Us URL] My client testimonial page is here: [Website URL]

It would be great if you consider my request.

[Insert Your Name]

If you already have a pool of the best clients then this referral email template is the best fit for you.

You have to get in touch or use the referrals to build or rebuild your connection with potential clients.

This can be done in a formal email message where you engage the references that you are the only one to work with.

20. REMINDER TO CLIENT ABOUT DUE PAYMENT

Add a subject: [Your Business Name]: Invoice # [Invoice Reference Number]

Hey [Client’s Firstname]

I just wanted to drop you a quick note to remind you that [Amount Owed On Invoice] in respect of our invoice [Invoice Reference Number] is due for payment on [Due Date].

I would be grateful if you could confirm that everything is on track for payment.

Best regards

To get paid, just send a simple but professional outlook email.

Use this professional email template to remind the client of the due payment against your business and invoice reference number.

21. PAYMENT CONFIRMATION EMAIL

To let you know, I just wanted to drop you a Quick Note that we have received your recent payment in respect of invoice [Invoice Reference Number]. Thanks for your cooperation.

It is always great working with you.

Use this professional email template to drop a quick note of ‘Payment Received’ against your business and invoice reference number.

22. EMAIL TEMPLATE TO CLIENT REGARDING PROJECT DELAY

I am sorry to inform you that we are experiencing a delay in the [Project Name] and have adjusted the timeline according to the new scenario.

Due to [Reasons To Delay], the [Project Name] has been delayed by [Insert Length Of Delay].

Our new estimated deadline is (New Completion Date/Time…). We are confident that once this delay has been solved and properly analyzed, we will be able to complete the project quickly and efficiently.

We appreciate your flexibility and understanding as we tackle this unforeseen issue.

Thank you. Please contact me if you have any queries about the delay, the new schedule, or anything else.

Project delays may occur due to some circumstances, such as design changes or adverse weather, and many other reasons.

No need to hide the Project Delays. On the contrary, the Smart Approach to Project Management is to frequently communicate all good or bad things with the clients on time.

23. SHARING OF ANY LETTER FROM PROJECT MANAGER TO OTHER STAKEHOLDER

Dear [Sir/ Name of recipient],

Please find the attached letter regarding the subject [Subject of the Letter], bearing reference number [Letter Reference Number] for your information and record.

Use this outlook email template to send the essential project-related letters and documents to the stakeholders for their business records.

24. REQUEST FOR INFORMATION (RFI) (FROM PM TO DESIGNERS/STAKEHOLDERS)

Hey [Name of recipient],

During the execution of the project, it has been noticed that the [State the description of issue/matter for which information is required] for example, structural details of the cantilever beam are missing in the drawing.

You are requested to provide the requisite information at your earliest so that we can proceed with our progress without any delay.

Request For Information (RFI) is a very crucial part of project management. During the project execution, certain issues may arise, such as you, being a project manager, may get an issue of “ Mail Merge or Mass Emails in Outlook ”.

What will you do? Use this RFI Outlook Email Template to email your IT Manager to resolve this issue.

25. INVITATION FOR A WEEKLY/MONTHLY PROGRESS REVIEW MEETING

Dear [Name of recipient(s)] OR Attention to [Name of Department(s)],

Please note the notification of Weekly/Monthly Progress Review Meeting with details given below:

Description/Agenda:        Weekly/Monthly Progress Review Meeting

Time:                                     10:00 am [Time]

Date:                                     January 25, 2021, Monday [Date]

Venue:                                  Main Conference Room, XYZ Headoffice. [Location Address]

The email for the invitation of a weekly/monthly progress review meeting serves project managers in a way that they just have to edit this template following their meeting objective, venue, and agenda of the meeting.

26. MEETING CONFIRMATION BY PROJECT MANAGER

Dear [Name of recipient(s)],

This is a quick courtesy note to confirm our meeting on [Day, Month, Date, Year] at [Time].

I look forward to meeting you on the [Date/Time].

Regards with Thanks,

Use this simple yet professional email template just to confirm the meeting with team members or the client in the given schedule.

27. SHARING MINUTES OF MEETING (MOM) BY PROJECT MANAGER

Please find the attached Minutes of Meeting of [Agenda or Description of Meeting] for example, Consultation Meeting for Business Proposal, held on January 12, 2021, for your record.

Kindly share your observations/comments (if any), within the next [three (03)/Number] working days, so that same can be incorporated in the MOM.

If there are no observations/comments within the stipulated time, the attached MOM will be considered as final.

To leverage all the teamwork in the minutes of meeting , use this effective email template to write and share the description and agenda of the minutes of meeting (MOM) with the recipients.

28. RECEIVING OF PAYMENT AGAINST INVOICE

Hello [Name of Recipient],

We received payment from your Office vide Cheque No [32454] bearing date [dd-mm-yyyy] against our invoice [Invoice Number] which was submitted to you on the date [dd-mm-yyyy].

We highly appreciate your support in the processing of our Invoices, on an urgent basis.

Use this simple yet professional email template to thank the concerned department and confirm the receiving of payment.

29. RECEIVING OF THE FINAL PAYMENT

Hey [Recipient Contact firstname],

We received our Final Payment from your Office vide Cheque No <32454> bearing date against our invoice which was submitted to you on date .

We highly appreciate your special support in the processing of our Invoices and value you as our prestigious client.

We look forward to doing future business with you.

Use this simple and professional email template to confirm the receiving of the final payment and appreciate the special support for your valuable clients in this regard.

30. EMAIL FOR JOB COMPLETION AND THANKING SUB-CONTRACTOR

Dear [Sub-Contractor’s Name],

We would like to take this opportunity and thank you for choosing to work with us for [Description of work / Job / Assignment]. This email also serves as a token for completion of the Work/Job assigned to you against Contract Number [Contract No].

Since we have settled the Final Payment, therefore, you may proceed towards the demobilization.

We wish you all the best for your business and hope you are positively pleased to work with us.

Kind  Regards,

This job completion email template works best for you to appreciate and specifically thanks the sub-contractor to work with you on this project.

It creates credibility and a sense of positivity in the project management workplace.

Mention and share all the important details in this job completion email template.

31. PRESENTATION / MEETING FOLLOW-UP EMAIL

Dear [Name of Recipient(s)],

I wanted to thank you for your time yesterday. I trust you understand that we pride ourselves on delivering top quality work for our clients.

As discussed in the Presentation / Meeting, your decision regarding an addition to the scope of works is still pending.

Your response in this regard will assist to keep our pace of progress on the Project.

Use this effective meeting follow-up email template to follow-up and discuss the Pending Key Ideas in the Presentation / Meeting with your members of the team.

32. EMAIL FOR REQUESTING THE EXTENSION IN COMPLETION DATE

Dear [Name of Recipient],

Unfortunately, due to unforeseen circumstances and reasons beyond our control, we won’t be able to meet the Contractual Completion Date i.e. .

However, we would like to request an extension on the completion date.

We understand that your eagerness regarding the completion of a job “ “. Therefore, we will make sure to complete this work by applying more resources, to be completed, within a stipulated time.

Your support in this regard will be highly appreciated.

Sometimes, the project delay occurs due to unforeseen circumstances, and we won’t be able to meet the Contractual Completion Date.

What Should You Do!

No Need To Hide The Project Delays. On the contrary, use this email template which applies the Smart Approach to Project Management , i.e, to request the client/stakeholders to extend the Job Completion date.

33. EMAIL BY PROJECT MANAGER, FOR REQUESTING PENDING DATA/CONTENT FROM JV PARTNER / CLIENT / DESIGNER

Dear Sir/Madam,

It has come to our attention that we still have not received the Documents [Description of Content] as mentioned and agreed in the Contract. Since we are working together on this project to ensure all deadlines are met as efficiently as possible.

It is important to mention here that the proposed [Deadline or Expected Completion Date] for this project will be directly affected if there will be a delayed submission of the requisite material from your side.

If for any reason you expect further delays to this request, please do coordinate with us, on an urgent basis.

Yours sincerely,

Use this effective request email template to formally request pending data from the Client or JV partner to run the project smoothly and without any delay.

34. EMAIL BY PROJECT MANAGER TO CLIENT FOR SITE CLEARANCE

In order to comply with your instructions, we have started the [Description of work] for example, irrigation channel work at the available area.

Whereas, the remaining area is still underused by another Contractor and is not available for work. Kindly provide the site clearance so that we can complete the work without any delay.

[Contact Name]

Project Manager

Customize this template and write to a client about the prevailing issues, such as site clearance from other contractors to avoid any project delays.

35. EMAIL BY PM REGARDING INSTRUCTIONS TO ATTEND THE WORKSHOP ON HANDING-OVER / ANY TOPIC

A Workshop regarding Hand Over/Any Topic is planned on <Friday, February 23, 2021, at 3:00 PM – Date/Time> at Project’s Main Conference Room  -.

Manager Contracts will be briefing regarding the Hand Over < OR Any Topic > procedures and all necessary contractual documents to be completed.

All managers and concerned engineers are requested to ensure your presence at this Workshop.

To attend ‘Workshop/Meeting With The Manager Contracts’ is very important in the scope of project management.

You should use this amazing email template to discuss the workshop agenda and make sure of the presence of managers and concerned engineers in this workshop.

36. EMAIL BY PM TO SUB-CONTRACTORS FOR SUBMISSION TO PROCUREMENT PLAN

Dear [Sub-Contractor(s) Name], 

Referring to a contractual provision, regarding submission of the Procurement Plan, [Attached] herewith is the format of the procurement plan for your submission.

Your urgent response will be highly appreciated in this regard.

Format the email template with an urgent note to sub-contractors to submit their quick response regarding submissions of the procurement plan.

37. EMAIL BY PROJECT MANAGER TO QUALITY DEPARTMENT/QUALITY MANAGER

During the site visit today [Date], it is noticed that the quality of works (Construction/Electrical/Mechanical, etc) under execution at Floor/Building [Location] is not following the Technical Specifications provided to your department.

Since the quality of works is your responsibility, therefore you are advised to take imperative action to rectify this issue, so that the quality of works can be maintained.

Project Managers of the engineering field can use this template to send a notification email to Quality Managers of the respective department against the poor quality measures following on the site.

38. EMAIL BY PROJECT MANAGER TO SAFETY DEPARTMENT

Dear [Contact Name],

Your attention is drawing towards an issue which is noticed during the site visit today / [date], that scaffolding labours are not using PPE (Harnes, etc.) while working on height. Moreover, there are several locations where Welders are working noticed working with our using protective gear.

Since the safety of labour/workers is our responsibility. Being a H ealth, S afety, and E nvironment ( HSE ) Manager , you are advised to take quick action against these HSE violations at the site.

In addition to that, please arrange training sessions to highlight the importance of health and safety during the execution of work.

Project Managers of the engineering industry can use this template to send a quick notification email to HSE Managers of the respective department to take action against the poor safety measures taken by the labourers and other staff on the site.

39. EMAIL BY PM TO OTHER COMPANY MANAGERS DEMANDING SUITABLE RESOURCES, FOR THE NEW PROJECT

Dear [Managers Contact Name],

An MOU has been signed between our organization [ABC] and [XYZ] corporation for the project [State Description].

For this reason, we need Engineers/Architects/Software engineerings/IT Expert [Describe the type of resource needed from other departments in the company]. The requirements for suitable resources are attached herewith for your further necessary action[Attach the Document].

Use this professional email template to send a notification email to other managers of the company, having an MOU signed between them, to describe the type of resources needed from other companies.

Don’t forget to attach the formal document of requirements for suitable resources in the email.

40. EMAIL TO A CLIENT/VENDOR WHOM YOU DON’T WANT TO WORK WITH

Hey [Client/Vendor Firstname],

Thank you for all the help you’ve given up to this point!

Furthermore, we have decided to go in another direction but will keep [Vendor Company Name] in mind for future partnerships that could work out better.

All the best,

It is considered to be a great practice to send a rejection email more in a formal and gentle tone.

While declining a client whom you don’t want to work with, the most important part is to give “Constructive Feedback” and make them encouraged to remain connected with the company for future partnerships.

Be Professional In Sending Right Emails At A Right Time!

There you have it. Our 40 Outlook email templates for Project Mangers. Which should cover most situations you may come across day-to-day.

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Assignment email to candidates template

Assignment email to candidate  template is for you to use if taking assignments is part of your hiring process. some positions require some specific skills, particularly technical roles. testing those skills with appropriate assignments and evaluation tests is necessary for finding the best candidates and hiring the best employees..

How to send assignment email to candidates?

Informing candidates about all the specifics of the test or assignment increases the chances of good performance, and it also enhances a better candidate experience. Make sure to have a very clear subject line that also includes the time frame and deadline for taking the assignment.

In addition, make sure that the link to the assignment, an attachment or any other form of the test is included in the email. Give a few instructions on how to take the test, and make it clear about what is expected from them to do.

After you have received their assignment, make sure that you send a short thank you email just so that they know that you have received it. You can also tell them about what to expect next.

Template for assignment email to candidates

Email subject line: Assignment for the {Job_title} position

Dear {Candidate_Name}

Thank you again for applying for {Job_title} position. As a part of our selection process, we send assignments to selected candidates, and you are one of them! 

In the attachment, you will find the assignment itself as well as detailed instructions about how to complete the assignment. Please make sure to read all the instructions as they will help you complete the assignment more successfully.  

In this assignment, there are no right or wrong answers. The assignment mostly consists of situations relevant to {Job_title} position, and we want to evaluate your skills and behavior when facing situations like that.

The due date to return the assignment is {X date}.

If you have any other questions about the assignment, please don't hesitate to ask!

Good luck with the assignment, and I am looking forward to reading your answers,

{Your name}

{Signature}

Template for an email notifying candidates about the received assignment

Dear {Candidate_Name},

Thank you for completing and sending over the assignment. Our {department name} team will review and evaluate your answers. After that, we will get back to you with detailed feedback and any further information we may have.

Enjoy the rest of your day, and please don't hesitate to ask any questions you may have!

Need more HR and recruiting templates like this assignment email to candidates? Check templates for Human Resources and templates for Recruiters .

Do you use a modern recruitment software? If not, you're missing out. See how your life can be easier. Start your free 14-day TalentLyft trial.

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Project Management

Best free project management templates for download.

Haillie Parker

August 9, 2024

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Looking for new project management templates?

Whether you’re tracking multiple projects or need more insight into the project planning process, details are essential. That’s why project management templates save managers and teams alike a ton of time when jumpstarting the latest concept or project plan.

Project management templates prevent teams from starting from scratch with every new project, streamline existing processes, and help members think more proactively about how they’re carrying out their daily tasks.

Plus, they’re loaded with features to manage the heavy lifting for you. Whether it be through workflow automations, pre-built workflows, plug-and-play process documents , or tracking project deliverables, organizing tasks and documents will always create a more manageable system.

There are hundreds of templates out there to complement virtually any project management software —but not every free template will suit every project! In this article, we’ll cover everything project management templates can do for your team, the must-have features, and 15 customizable templates to enhance your project management process in ClickUp!

What is a Project Management Template?

Features to look for in free project management templates, 1. project management template by clickup, 2. high-level project management plan template by clickup, 3. project management timeline template by clickup, 4. project manager template by clickup, 5. project schedule template by clickup, 6. project charter template by clickup, 7. schedule blocking template by clickup, 8. project management status report template by clickup, 9. agile scrum project management template by clickup, 10. project management meeting tracker template by clickup, 11. creative & design template by clickup, 12. budget project management template by clickup, 13. project management playbook template by clickup, 14. construction project management template by clickup.

• 15. Planning a Project Template by ClickUp
• Start Project Planning with Free Project Management Templates

Project management templates are designed to help teams save time and work more efficiently with pre-built workflows, project views, and tasks to expedite the early stages of your project through to completion.

Kind of like the most complicated Mad Lib you’ll ever find, project management templates make it easy to plug your information into tailored project management structures so your team can simply start .

The best templates are also customizable, align seamlessly with your current processes and tech stack, and help create a standardized approach to all of your projects going forward.

These templates are also rather complex with ready-made frameworks for creating tasks, project schedules , and proper documentation. You’ll reap a laundry list of benefits to continue streamlining and scaling your project management best practices including:

• Increased efficiency through better organization
• Effective time management to stay on track
• Consistent documentation to align teams on current projects and make sense of past work
• Improved collaboration between members, managers, and stakeholders

But what does this pre-packaged project plan framework look like?

There may be a plethora of project management templates to choose from, but not all pack the same punch! There are several key features to keep an eye out for to ensure your template will lead your team to success.

These features are critical for creating a proper project plan, project prioritization , tracking, and task management—and they can come in many forms!

When searching for your next project management template, invest in the template that provides the following features (and more!):

• Project scope and objectives to document the key goals, deliverables, and overall process
• Multiple project views including Gantt charts, Kanban boards, project timelines , interactive checklists , calendars, and more to manage projects from every angle
• Resource management and allocation to stay on top of your project budget and materials
• Task prioritization and management to organize your workflows and keep track of your project progress all the way to completion
• Clear project controls and reporting to ensure the project team is on track to hit your project management KPIs and that stakeholders stay informed
• Team collaboration tools to help project members stay connected, improve team relationships, and boost the overall quality of work
• Tons of integrations to bring all of your other work tools into your project template for more informed updates and easy access toward a successful project

These features lay the groundwork for a high-quality project management template, but there may be additional features that suit your team’s unique processes for better planning and project execution . Keep these features in mind as you browse through 15 of the best project management templates for the only productivity tool that can really do it all—ClickUp!

15 Free Project Management Templates for Project Managers

Use the features above to consider your team’s needs and typical project requirements to determine the project management template that serves you best! With the 15 customizable and free project management templates listed below, you’re guaranteed to find the perfect template for any use case.

Failing to plan equals planning to fail in project management, but the Project Management Template by ClickUp simplifies this hefty challenge with a designated and pre-built Space to manage your work in organized Folders broken up by project phase . If you’re brand new to project management, this template might feel a bit overwhelming, but we’re here to break down this comprehensive resource so you can:

• Visualize and track your project resources
• Assign, manage, and prioritize your tasks with multiple workflow views
• Sync with stakeholders and work with the team without breaking a sweat

And more! This free project management template is your all-in-one solution with a flexible List and Kanban-like Board view to plug in your task information for immediate progress tracking. Plus, there are six custom task statuses to convey whether any action items are in progress, open, or done.

Productivity really comes into play with this template’s additional ClickApps ! Access seven key functionalities by viewing or opening tasks including:

• Time tracking
• Custom Fields
• Dependency warnings
• Multiple assignees

And more—no matter what pricing plan you use!

The High-Level Project Management Plan Template by ClickUp is designed to define and track your team’s long-term goals, KPIs, and final product from a bird’s-eye view.

This beginner-friendly project management template keeps things a bit simpler than the first project management template but still packs a major punch with its List view. With three custom statuses and five pre-set Custom Fields for stages, approvals, and progress toward completion, managers can visualize a comprehensive pulse-check on the project status , even from a single glance.

The five flexible views are where this high level project management template really shines—including a ready-to-use Deliverables List view, multiple Kanban board s, a detailed project timeline, and of course, a Getting Started Guide to expedite your set-up process.

And for all of our visual-first project managers, the Project Timeline Whiteboard Template by ClickUp will be your new go-to! Whiteboard project management is all the rage—and for good reason! Using this highly visual and collaborative tool, you can quickly plot your project’s major activities by stage and by week to help the team stay on track.

Plus, ClickUp Whiteboards are the only digital whiteboard software with the ability to take any text, shape, or note, and convert it directly into an actionable task. That means you can act on your workflow from your whiteboard without ever having to re-update statuses or click away from your work.

And since the work is already so neatly organized on your whiteboard, this project timeline template is the ideal resource to have on hand for stakeholder meetings and presentations so you avoid any project risks.

As valuable as the previous project management templates are, you need a solid understanding of project management best practices and fundamentals before you can use them to their fullest extent. The Project Manager Template by ClickUp is here to help you achieve that knowledge.

This ClickUp Doc template provides the framework for a Statement of Purpose (SOP) essay for those in pursuit of higher education degrees like an MBA or MSc. These programs are critical for covering the basics and the nitty-gritty of project management, and this free template is the perfect stepping stone for highlighting the qualifications, unique skills, and experience you already possess to help you succeed in such programs.

Designing your team’s project schedule can be a daunting task—especially for more complex projects and cross-functional teams . The Project Management Schedule Template by ClickUp simplifies this task with a formatted List to break down everything from your project phase to potential bottlenecks .

While this is a List template, that’s not the only project view you’ll find applied to your Workspace. You’ll also see a pre-built Table view to assess project risks or issues, a project schedule using Timeline and Gantt view, and a Kanban board to visualize individual task statuses.

Using that Kanban board with ClickUp’s Board view, you’ll also have immediate access to key information through Custom Fields so you know the exact project status just how you designed it. So as you look at the big picture of your tasks, you can also quickly grab details like contributors, the risk level, progress rate, and more.

A project charter is a short formal document that describes your entire project and is created as you build your project plan. It plays a major role in defining your project scope , deliverables, key players, budget, and the work to be done.

This Project Charter Template by ClickUp makes this easy with a detailed outline applied directly to a ClickUp Doc. In the pre-formatted sections and tables, you’ll be prompted to fill in all of the information you need to get your project off the ground and set in motion.

As a project manager, you need easy but functional strategies to keep track of your project status and timeline so you know what task each team member needs to work on and the allotted time left to stay on schedule. One of the best ways to achieve this is by time-blocking!

Use this Schedule Blocking Template by ClickUp to assist you in monitoring your past, current, and upcoming events. By applying this List template to your Workspace, you’ll instantly have access to four custom statuses, five Custom Fields, and a whopping seven project views including:

• List view for upcoming activities
• Form view for scheduling requests
• Monthly, Daily, and Weekly Calendar views for optimal time management

The Project Management Status Report Template by ClickUp will keep your stakeholders well-informed and your executive projects on track through its seven flexible work views, 11 Custom Fields, four custom statuses, and more.

This beginner-friendly project status report template was created to help you better oversee multiple projects at a time, so you can quickly grab the key takeaways of any project from any view. And with so many Custom Fields in this project status report template to attach important information to every task, you can quickly filter, sort, and locate action items or things like resource allocation and project budgeting across everything with ease.

Sometimes it can feel like Agile teams are working around the clock to iterate, iterate, and iterate again. It requires a ton of strategic planning, a powerful project management tool, and the Agile Scrum Management Template by ClickUp to ensure everything goes off without a hitch every time!

This monster of a template applies a designated Space for Agile Scrum teams to find solutions and standardize the delivery of their products—including backlogging, sprint planning, standups, reviews, and retrospectives so you nail all project phases.

This project planning template starts you off on a structured ClickUp Whiteboard to map your user flows and team workflows. From there, you can begin creating, delegating, and tracking tasks using 30 loaded task statuses! Not to mention, you’ll also have access to 13 ClickApps for sprint points, time tracking, priorities, work-in-progress limits, time estimates, dependencies, Custom Fields, and much more.

Meeting minutes are extremely helpful for remembering your next steps and key takeaways, but tracking your meetings in a flexible list ensures a smoother planning and preparation phase when managing any project requests. The Project Management Meeting Tracker Template by ClickUp is perfect for staying on top of important check-ins like quarterly reviews, weekly 1-1’s, project kick-off meetings, and more.

Creative and design project management is where things start to get a bit dicey!

Project details pivot and design or creative teams face multiple rounds of feedback to ensure stakeholders are pleased with the results. And since design requests can be interpreted a thousand different ways—the edits can get a bit extreme at times.

The Creative & Design Template by ClickUp is a must-have Folder for all creative teams.

This creative and design template starts with a collaborative ClickUp Whiteboard and guides you through the entire creative process with pre-built end-to-end workflows to document and execute requests of any kind.

In project management, determining the project budget is crucial for any project’s success.

Project budget templates can help a project manager analyze expenses, make strategic resource allocation decisions, and identify risks when managing multiple projects! That’s why it’s so important to have a resource like the Budgeted Project Management Template by ClickUp handy for every new concept.

Think of this template as the best-kept secret for numbers project management. This user-friendly and intuitive tool is ideal for tracking project schedules and multiple activities so you stay within the pre-defined resources and requirements for any project.

We’ve seen plenty of List and Space project plan templates already, but the Project Management Playbook Template by ClickUp has a bit of a different approach to handling project plans! With a pre-made Folder for your Workspace, this beginner-friendly plan template will be your project manager’s new best friend for standardizing the preparation process for any type of project.

It hinges on aligning your project goals with your company’s overall objectives and traditional operations, so all team members feel ready and qualified to tackle their tasks at hand. This is especially true for cross-functional team members who must accommodate a range of daily processes.

The simple project playbook template works like a playbook and will set consistent expectations and bring some much-needed predictability to everyone’s daily schedule.

Like any software team, construction project management professionals have a ton on their plates, all the time. The Construction Project Management Template by ClickUp was designed for all construction site managers to oversee complex builds, updates, dependencies, and schedules.

But that’s not the only person who’d benefit from this template! This Space-level template brings an advanced set of features like 30 task statuses, 14 Custom Fields, 11 ClickApps, and five project views to help contract admins, draftsmen, and contractors streamline their planning and scheduling processes.

15. Project Plan Template by ClickUp

The Planning a Project Template by ClickUp uses your Workspace to its fullest potential by creating tasks in any List and then easily moving them to other Lists.

Project planning templates help teams achieve their goals within the given scope, schedule, budget, and resources. It enables stakeholders to easily track project status through visually appealing and easy-to-understand project schedules so they best plan around changes while proactively managing risks.

ClickUp’s free project plan template helps project managers keep their project on track from start to finish. Use this template to ensure everyone on your team has access to the same information, expectations, decisions, and assumptions.

Bonus: Excel project management templates ! 

Start Project Planning with Simple Project Management Templates

Any one of these 15 templates will get your project where it needs to go—because they were all designed by ClickUp !

ClickUp is the only productivity platform powerful enough to centralize all of your work across apps into one, collaborative workspace. With dozens of free project management features, an ever-growing Template Library , and more than 1,000 integrations , ClickUp can create solutions for teams of any use case.

Get started with any of the templates to tackle your next project plan or to take control of your project timeline when you sign up for ClickUp today !

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Free Project Task List Templates for Project Management

By Kate Eby | September 22, 2022

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We’ve compiled the most useful project task list templates for project managers, project team members and stakeholders, IT teams, and construction personnel.  

On this page, you’ll find six essential project task list templates, including a simple project task list template , a project task list with Gantt chart , a project task checklist template , an IT project task list template , and a construction project task list template . Plus, find tips on creating a successful project task list template .

Simple Project Task List Template

Download a Sample Simple Project Task List Template for  Excel | Microsoft Word | Adobe PDF | Google Docs | Google Sheets

Download a Blank Simple Project Task List Template for Excel | Microsoft Word | Adobe PDF | Google Docs | Google Sheets

Use this simple project task list template to list each project task and set its status, deadline, assignee, and priority. The template includes columns that help you track the percentage done, fixed cost, estimated cost, and actual hours for each task. You can also use the template to list tasks for several projects and to track their real-time progress. This template is the perfect solution for project teams looking to clarify task ownership, as well as create and accurately track tasks. Download the blank version to begin tracking tasks for your project, or review the template with sample data to help you get started.

For more project task list template resources, read this comprehensive article on free task list and checklist templates .

Project Task List with Gantt Chart Template

Download a Project Task List with Gantt Chart Template for  Excel | Google Sheets  

Clarify project tasks for team members by using this project task list with Gantt chart template. The template enables you to list each task, the team member responsible for completing it, its due date, and its status. As you populate the template with your project data, the Gantt chart section creates a visual representation of your project’s tasks so that you, your team, or project sponsors can get up-to-date information on project progress.

Project Task Checklist Template

Download a Project Task Checklist Template for  Excel | Google Sheets

Improve your project delivery success rate with this easy-to-use project task checklist template. Enter individual tasks along with their status and priority, assignee, due date, and any relevant notes. This fully customizable template lets you edit column titles to suit your project team’s needs and ensures that you successfully check each project task off your to-do list. 

For more resources and templates for tracking project tasks, see this helpful list of free project checklist templates .

Project Task Tracker Template

Download a Project Task Tracker Template for  Excel | Google Sheets

This template provides color-coded Status and Priority columns where you can easily track important project tasks. Designed to help you monitor tasks across multiple projects, this template indicates whether a task is at risk of not being completed. The Cost / Hours section tabulates fixed costs, estimated hours, and actual hours for each task. Regardless of your industry or type of work, this customizable project task tracker template will help ensure that you are able to account for and successfully complete every project task. 

Check out this comprehensive project task list template to ensure that you’re optimizing your project to-do list and keeping it in a single, shareable location.

IT Project Task List Template

Download an IT Project Task List Template for  Excel | Microsoft Word | Google Sheets  

Keep all IT project team members and stakeholders informed of task statuses with this comprehensive IT project task list template. The template includes space to enter your project name, project manager, key IT project deliverables, scope statement, start and end dates, and percentage of overall progress. This completely customizable template enables you to list each task, who it’s assigned to, start and end dates, and statuses. This template can help you and your IT team optimize your project delivery standards and increase your IT project success rate.

Construction Project Task List Template

Download a Construction Project Task List Template for  Excel | Google Sheets

Use this construction project task list template to ensure that your team completes all construction tasks in a timely manner. The template comes pre-filled with construction-specific task sections ( Sitework, Concrete, Masonry, Doors and Windows, etc . ), under which you can list each specific task, assign team members, select a due date, and add key details. The template also doubles as a construction punch list and includes a Punch ID column to identify key construction project tasks and contract specifications.

How Do I Create a Project Task List?

A project task list includes every task required for successful project completion. To create a project task list, use an application such as Excel or Google Sheets. Task lists also include such information as statuses, timelines, and team member information. 

A project task list typically includes the name of each project task, which team member is responsible for completing it, and its due date, status, priority, and any relevant notes. This document helps project managers, team members, and other stakeholders ensure that every required task is accounted for, assigned, and completed on time. By creating a project task list, you can help make sure that everyone involved in the project understands the status of each individual task and the project as a whole. 

In an application such as Excel, you can create a simple task list table by inserting rows such as Task Name, Status, Priority, Due Date, Assignee, and Notes . A simple task list like this can help ensure that you account for all of your project’s to-do items. 

You can also use a project task list template, which includes the primary elements to ensure that your team completes each task by project’s end. Project task list templates are designed to help you capture and track your project’s tasks so that you complete high-quality deliverables on time. 

Though project task list templates vary, they typically include the following universal elements:

• Task: Enter the name of each task so that it’s clear to every team member and stakeholder what needs to be accomplished. 
• Due Date: Provide a date by which each task must be completed so that the project can be delivered on time. 
• Status: Set a status for each task (e.g., Not Started, In Progress, On Hold, or Complete ) so that everyone can track project progress. 
• Priority: Select a priority for each project task. 
• Assignee: List the name of the team member responsible for completing each task. 
• Notes: Provide any additional notes that are relevant to the task. 

Depending on their function and their industry, project task list templates might also include the following column components: 

• At Risk: Select this check box if the individual task is in jeopardy of not being completed by the project’s due date.  
• Description: Provide a detailed description for each task so that, in addition to the task title, every project team member and stakeholder understands what the task requires for completion. 
• Deliverable: Specify the primary project deliverable, or feature, that the task is related to. 
• Percentage Complete: Provide a percentage completed for each project task. 
• Cost / Hours: Enter fixed costs, estimated hours, and actual hours for each task so you can track expenses and effort. 
• Duration: Review the duration between each project task’s start and end dates to ensure that teams have adequate time to complete each task.

Stay on Track of Project Tasks with Real-Time Work Management in Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

How To Write an Email For Extension Of Assignment

Navigating the delicate task of requesting an extension for your assignment doesn’t have to be daunting. With this comprehensive guide, we’ll walk you through each critical step you need to undertake before crafting your email, what essential details to include within it, and offer you customizable email templates to streamline your correspondence.

Table of Contents

What To Do Before Writing the Email

What to include in the email.

When composing the email, make sure to include the following elements:

Email Template

Subject: Request for Extension of Assignment – [Course Code/Name] Dear Professor [Last Name], I hope this email finds you well. My name is [Your Name] and I am currently enrolled in your [Course Code/Name]. I am writing to kindly request an extension for the upcoming assignment due on [Due Date]. Due to [explain your circumstances clearly and concisely], I am facing challenges in completing the assignment on time. Therefore, I would greatly appreciate it if you could grant me an extension of [number of days/weeks]. This additional time would allow me to fully address all requirements and submit a high-quality assignment. I have attached [any supporting documents or evidence if applicable] to provide further context and support my request. Please let me know if this extension is feasible, and if so, the new deadline that you deem appropriate. I understand that you may have other commitments and constraints, so I am willing to be flexible. Thank you for considering my request and for your understanding. I value your guidance and feedback, and I am committed to delivering excellent work. Sincerely, [Your Name] [Email Address] [Phone Number]

Alternative Email Template

Subject: Extension Request – [Course Code/Name] Dear Professor [Last Name], I trust this email finds you in good health. I am writing to discuss the possibility of an extension for the upcoming assignment in your [Course Code/Name]. With utmost regret, unforeseen circumstances have hindered my ability to complete the assignment within the given timeframe. These challenges include [explain your circumstances briefly]. Considering the importance of comprehensive research and original analysis required for this assignment, I kindly request an extension of [number of days/weeks]. This extension will allow me to meet the assignment’s standards and contribute to the learning objectives of the course. Your understanding and flexibility in accommodating this request would be immensely appreciated. If you require any additional information or documentation, please do not hesitate to let me know. Thank you for your time and consideration. I look forward to your favorable response. Best regards, [Your Name] [Email Address] [Phone Number]

Requesting an extension for your assignment can be a nerve-wracking task, but by following these guidelines and utilizing one of the provided email templates, you can confidently communicate your need for more time in a professional and respectful manner.

Remember, it is crucial to outline your reasons clearly, propose a realistic new deadline, and express your gratitude for the recipient’s understanding. Communicating effectively will increase your chances of receiving a positive response.

Blog \. Reinvent your workday

Onboarding email sequences for new employees: 15 ready-to-use templates.

Discover the best onboarding email sequences for new hires with ready-to-use templates. Learn how tech startups, big corporations, and SMEs can create engaging 5-email onboarding flows to welcome and integrate new team members seamlessly.

Welcome to a journey through the nuanced world of email onboarding, where the initial messages you send can set the stage for a new team member's experience and long-term engagement. Have you ever considered the lasting impact that your first few emails to a new hire might have? It's about crafting an experience that reflects your company’s culture and values right from the start. This exploration focuses on what to say, when to say it, and how to strategically use email to foster a welcoming and productive work environment.

As we navigate the intricacies of effective email onboarding, we'll uncover how leveraging tools like Gmelius can simplify and personalize the communication process. What if you could see exactly how your onboarding emails are performing and use that data to improve them? By integrating analytics and feedback, we aim to transform these initial interactions into a seamless and insightful experience, ensuring every new hire feels valued and equipped to thrive from day one. Ready to make your email onboarding process a foundation of success and retention in your organization?

Understanding the Impact of First Impressions Through Email

The initial emails a new hire receives are pivotal in shaping their perceptions and expectations of the organization. These communications are not merely informational; they are the first building blocks of the employer-employee relationship. A welcoming and structured email can significantly impact a new hire's psychological engagement and sense of belonging. Organizations with a standardized onboarding process experience 62% greater new hire productivity and 50% greater retention, underscoring the profound impact of first impressions.

The psychological impact of these early interactions cannot be overstated. Effective onboarding can increase employee retention by a staggering 82% , highlighting the importance of getting these initial touches right. When new hires feel valued and welcomed from the outset, they are more likely to engage deeply and stay longer with the company.

Strategic Design of Onboarding Emails

Crafting emails that reflect the company's culture and values is crucial in reinforcing the organization's identity and expectations. These communications should resonate with the new hire's expectations and the organizational ethos they are about to embrace. Florian Bersier , Founder and CEO of Gmelius, emphasizes the importance of integrating the right tools to maintain these email sequences. " One key solution has to be integrated with the company's existing stack, " he notes, suggesting Gmelius as a tool that simplifies creating and maintaining effective onboarding emails through Gmail and Google Workspace.

The timing and frequency of these emails are just as important as their content. They should be scheduled at a pace that allows new hires to absorb information without feeling overwhelmed. Here are some strategic points to consider:

• Pre-Day One Email : Send a welcome message right after the job offer is accepted.
• First Week Schedule : Outline the first week's activities to reduce first-day anxiety.
• Role Clarification : Clearly define role expectations and how they align with the company's goals.

Integrating Data-Driven Insights into Email Onboarding

Utilizing analytics to refine email content and timing can lead to better engagement and productivity. By analyzing how new hires interact with onboarding emails, organizations can tailor their approaches to fit diverse needs, enhancing the overall onboarding experience. Organizations that leverage strong onboarding processes see an improvement in new hire retention by 82% and productivity by over 70% , demonstrating the value of a data-driven approach.

Case examples from leading firms show that tweaking email onboarding sequences based on engagement metrics can dramatically improve open rates and actionable responses. This data-driven strategy ensures that the onboarding process is continuously evolving to meet the needs of new hires effectively.

Maintaining Engagement Beyond the Initial Email

To sustain engagement, follow-up emails are essential. They should not only reiterate key information but also invite new hires to share their feedback and questions. This ongoing dialogue helps HR teams gauge the effectiveness of their onboarding processes and make necessary adjustments. Techniques to enhance this engagement include:

• Regular Check-ins : Schedule emails to check in on the new hire's progress and well-being.
• Feedback Surveys : Send periodic surveys to gather insights on their onboarding experience.
• Resource Sharing : Provide links to further reading or internal resources that might help the new hire in their role.

The role of feedback loops in email onboarding is crucial for continuous improvement. By actively seeking and incorporating feedback, organizations can create a more dynamic and responsive onboarding experience that adapts to the needs of their workforce.

By meticulously crafting each email and strategically planning the sequence, organizations can ensure that their onboarding process not only welcomes new hires but also integrates them smoothly and effectively into the company culture. This approach not only enhances immediate engagement but also sets the stage for long-term retention and productivity, solidifying the foundation of a robust workforce.

Examples of Onboarding Email Sequences for new Employees

Startup Email Sequence

Email 1: welcome to [startup name] ‍.

Subject : Welcome to [Startup Name]! Your Journey Begins Today🚀 ‍

Welcome to [Startup Name]! We’re excited to have you on board. Today, you’ll meet your team and get started with the basics.

Here’s your agenda:

• 10:00 AM: Team Introduction Call
• 1:00 PM: Product Demo
• 3:00 PM: Workspace Setup

Feel free to reach out if you have any questions.

Cheers, [Your Name] [Position]

Email 2: Set Up Your Tools

‍ Subject : Time to Get Set Up with Your Tools 🛠️ ‍

‍ Hi [Name],

Now that you’ve settled in, let’s get you set up with our tools. Here are the links to download and access everything you need:

• Slack: [Link]
• Gmelius: [Link]
• GitHub: [Link]

Need help? Reply to this email, and we’ll sort it out together.

Best, [Your Name]

Email 3: Company Culture and Values

‍ Subject : Dive into Our Culture 🙌 Hey [Name],

At [Startup Name], our culture is everything. We value collaboration, transparency, and a little bit of fun. Learn more about our values [here]. Join us at our next virtual happy hour this Friday at 4 PM!

Cheers, [Team Culture Lead]

Email 4: First Week Check-In

‍ Subject: How’s Your First Week Going? 🤗 ‍ ‍

Hope your first few days have been great! We’d love to hear your feedback and answer any questions you might have. Let’s schedule a quick chat to touch base.

Looking forward to catching up! [Manager Name]

Email 5: Product Deep Dive

Subject : Ready for a Deep Dive? 📆 Hello [Name],

Next up is our product deep dive session where you’ll learn about the ins and outs of our flagship features. Join us at 11:00 AM tomorrow.

Let’s get you fully immersed in what makes us awesome! [Product Manager]

Big Corporation Email Sequence

Email 1: welcome to [corp name].

Subject : Welcome to [Corp Name]! Dear [Name],

Welcome aboard! You’re joining a team that’s shaping the future. To get started, please complete your profile on our employee portal [link].

Your first orientation session will be on [date]. Looking forward to working with you!

Best regards, [HR Manager]

Email 2: Meet Your Team

Subject : Introducing Your Team and Department Hello [Name],

It’s time to meet your new team! We’ve arranged a virtual meeting for you to connect with key members of your department. Check your calendar for the invite!

Regards, [Department Head]

Email 3: Benefits and Perks

Subject : Discover Your Benefits Hi [Name],

As part of [Corp Name], you have access to a range of benefits. Check out the benefits portal [link] to learn more about health coverage, retirement plans, and perks!

Let us know if you have any questions. [Benefits Coordinator]

Email 4: Compliance Training

Subject : Mandatory Compliance Training Dear [Name],

To ensure compliance, please complete the following mandatory training modules by [deadline]:

• Data Security
• Workplace Safety
• Anti-Harassment

Access the training portal [here].

Thank you, [Compliance Team]

Email 5: Month-End Check-In

‍ Subject: Your First Month at [Corp Name] Hello [Name],

Congratulations on completing your first month! We’d love to hear your feedback—what’s working well, and what could be improved? Let’s set up a meeting next week.

‍ SME Email Sequence

Email 1: welcome to [sme name].

‍ Subject: Welcome to [SME Name]! We’re Thrilled to Have You Hi [Name],

We’re excited to have you join our team. Your first day will include meeting your colleagues, setting up your workspace, and a brief orientation session.

See you at 9:00 AM! [HR Coordinator]

Email 2: Setting Up Your Workspace

Subject : Time to Get Your Workspace Ready Hey [Name],

Here are the steps to set up your email, access our internal tools, and join the team on Slack. If you run into any issues, contact IT at [email].

Cheers, [IT Support]

Email 3: Role-Specific Training

Subject : Training for Your Role Hi [Name],

Here are your initial training modules to help you get started in your role. Please complete these by the end of the week:

• CRM System Training
• Product Knowledge
• Customer Service Essentials

Let’s touch base once you’ve completed them! [Supervisor]

Email 4: Meet the Team Lunch

Subject : Join Us for Lunch! Hi [Name],

We’d love to officially welcome you with a team lunch. Join us this Friday at 12:00 PM in the break room.

See you there! [Team Lead]

Email 5: First Week Wrap-Up

Subject : Wrapping Up Your First Week Hey [Name],

You’ve made it through your first week—congrats! Let’s connect on Monday to go over your experience, answer any questions, and plan your next steps.

Have a great weekend! [Manager]

Wrapping Up: The Power of First Impressions in Email Onboarding

The initial emails sent to new hires serve as foundational interactions that shape their integration into the company culture. These communications are essential in enhancing psychological engagement, productivity, and retention. By using tools like Gmelius, organizations can streamline and improve these crucial first contacts, ensuring each message is crafted with precision and reflects the company's values and goals. The strategic scheduling and content of these emails are pivotal in reducing new hire anxiety and clarifying role expectations, setting the stage for a successful tenure.

Data-driven insights enable the continuous improvement of the onboarding process, customizing it to meet the diverse needs of incoming staff. This approach not only creates a welcoming atmosphere but also supports a dynamic, responsive onboarding experience that adapts based on employee feedback. As we collaborate to optimize our workdays, remember that the journey of a thousand miles begins with a single, well-crafted email. Let's ensure it's a powerful one, sparking curiosity and readiness to engage from the very first click.

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